Board Special Meeting
2445 – 3rd Avenue South, Seattle WA 98134 Executive Committee Thursday, March 2, 2017, 8:30am-10:30am Board Office Conference Room, John Stanford Center
Agenda
Call to Order 8:30am
I. Approval of agenda II. Approval of February 2, 2017 meeting minutes
Discussion and/or Action:
I. Board Action Items:
1. Elementary Feeder School Grant (Year 2) from the Satterberg 10 min Foundation
II. Review of the March 15 and April 5 legislative session agendas 30 min
III. Special Attention items
1. Language Access Policy Update 20 min 2. Board Meeting Minutes 15 min 3. March 4 Board Retreat Agenda Review 5 min
IV. Board Policies and/or Procedures
V. Routine Items 10 min 1. Community Engagement Superintendent 2016-17 SMART Goal #5 Update 2. Government Relations 3. Board Calendar/Work Plan 4. Executive Committee Work Plan 5. Board 2016-17 SMART Goals Update
Adjourn 10:30am
(*Please note that this is a working committee. Documents may change before the meeting and/or prior to introduction before the Board. The Board Office maintains the archive for documents that were presented at the meeting.) Board Special Meeting
2445 – 3rd Avenue South, Seattle WA 98134 Executive Committee Thursday, February 2, 2017, 8:30am-10:30am Board Office Conference Room, John Stanford Center Agenda
Call to Order
This meeting was called to order at 8:30am. Directors Harris & Pinkham were present. Director Peters arrived at 8:39am. Director Burke arrived at 8:55am. This meeting was staffed by Superintendent Larry Nyland, Deputy Superintendent Stephen Nielsen, General Counsel Noel Treat, General Counsel Ronald Boy, Director of Policy and Board Relations Nate Van Duzer, Executive Director of Government Relations & Strategic Initiatives Erinn Bennett, Chief of Student Support Services Wyeth Jessee, Assistant Superintendent of Business & Finance JoLynn Berge, Director of Early Learning Cashel Toner, Head Start Program Manager Gene Gousie, Assistant Superintendent of Human Resources Clover Codd, Assistant Superintendent of Operations Pegi McEvoy, Associate Superintendent of Capital & Facilities Flip Herndon, Associate Superintendent of Teaching & Learning Michael Tolley, Chief Communications Officer Carri Campbell, and Chief Information Officer John Krull.
1. Approval of agenda
Director Harris noted the request to move the Superintendent Evaluation item to the end of the Board Action Items discussion.
Director Pinkham moved to approve the agenda as amended. Director Harris seconded. This motion passed unanimously.
2. Approval of December 1, 2016 and January 5, 2017 meeting minutes
Directors noted the need to table the approval of the December minutes until Director Peters arrived.
Director Pinkham moved to approve the January 5, 2017 minutes. Director Harris seconded. This motion passed unanimously.
Upon Director Peters’ arrival, Director Harris moved to approve the December 1, 2016 minutes. Director Harris seconded. Director Pinkham abstained. This motion passed 2-0-1.
Discussion and/or Action:
I. Board Action Items
1. Seattle Preschool Program
Ms. Toner provided an overview of the item, proposal and agreement with the City. She noted the request to continue funding current preschool sites, expanding services, and converting 4 current classrooms into inclusion preschool rooms. Directors and staff discussed the location of potential expansion sites and the process for picking these sites. Ms. Toner discussed the changes to the service agreement. City of Seattle representatives, Monica Liang-Aguirre and Dwane Chappelle spoke on the City’s commitment and partnership on this item. Staff and City representatives discussed feedback and participation in the Preschool Taskforce. Directors and staff discussed the layered elements to this request. Directors requested that the motion language be separate for each request, one motion on the continuation or conversion of classrooms already in existence and one on the additional classrooms being proposed. Directors and staff discussed the scope of the proposal and the budget implications involved with the expansion request. Directors addressed concerns around the 25% hold-back by the City. Directors and staff discussed the proposed inclusion sites, how the program assists in ending the opportunity gap, how to identify gifted students, and making sure that these programs are not displacing other existing programs and partnerships. Directors and staff discussed the potential pros and cons to this proposal.
Director Harris moved this item forward to the full Board as a split motion with a recommendation for approval of the continued funding of current sites and a recommendation for consideration of the proposed additional sites. Director Pinkham seconded. This motion passed unanimously.
2. Amending Board Policy No. 1210, Annual Organizational Meeting/Election of Officers
Mr. Van Duzer provided an overview of this item, noting the current inconsistencies between the policy and State law.
Director Pinkham moved this item forward to the full Board with a recommendation for approval. Director Harris seconded. This motion passed unanimously.
3. Levy Cliff Resolution
Dr. Nyland discussed the intent of this Resolution, noting that it is evolving as the Legislature makes their decisions on funding education. He discussed the intent to introduce the item on February 15th with action on March 1st. Directors and staff discussed the strategy in proposing this Resolution, the pros and cons to introduction and action at different meetings and the conversations with community partners on keeping this topic at the forefront of the legislature’s mind.
Director Harris moved this item forward to the full Board for consideration. Director Pinkham seconded. This motion passed unanimously.
4. 2016-17 and 2017-18 Superintendent Evaluation Process
Ms. Bennett provided a synopsis of this item and the collaboration process with staff and Director representatives in developing this new system. Ms. Bennett discussed the new graphic table and how it would be applied in the new system. She highlighted the Washington State School Directors’ Association material and examples. Director Burke provided input on the proposed changes to the process, noting the mindset was to simplify the evaluation process to provide more transparency and clarity. Directors and staff discussed the implementation of the evaluation, the end goal of these evaluations and the usefulness in receiving broader stakeholder feedback. Directors discussed if this item would be able to be utilized in future Superintendent searches. Director Pinkham noted the need to revise some of the language around physical requirements listed on the Superintendent Job Description attachment.
Director Harris moved this item forward to the full Board for approval. Director Pinkham seconded. This motion passed unanimously.
II. Review of the February 15 and March 1 legislative session agendas
February 15:
Directors and staff reviewed the agenda. Director Pinkham asked that Elizabeth Peratrovich Day be recognized at the upcoming meeting and asked if recognition on this being African American History month was being planned. Ms. Campbell noted the communications that have gone out to families.
Directors discussed having a system of moving items that are recommended for approval to consent after introduction. Staff noted why some of the Capital Project items are recommended for consideration at the time they are presented at Committee and may be items that would be considered for consent even if they were recommended for consideration rather than approval.
Directors moved action items 1-2, 8-13 and 15-16 to consent.
Director Harris moved to approve the February 15 agenda as amended. Director Pinkham seconded. This motion passed unanimously.
March 1:
Directors and staff reviewed the agenda. Directors moved action item number 4 to consent. Director Harris discussed inviting the Seattle Legislative Delegation or the Governor to present at a meeting in March.
Director Harris moved to approve the March 1 agenda as amended. Director Pinkham seconded. This motion passed unanimously.
III. Special Attention items
1. Budget Update and Summer Meetings for Budget Approval
Mr. Van Duzer discussed a proposed scheduled for summer meetings depending upon the funding determinations made by the legislature. He further noted the need to reschedule the last Regular meeting in June due to graduations being held on that date. Directors and staff discussed the scheduling options and timing around Public Hearing requirements.
Director Harris moved to approve option B1 and to move the June 21st Regular Board meeting to June 28th and to keep the other contingent recommendations in place. Director Pinkham seconded. This motion passed unanimously. 2. March 4, 2017 Board Retreat Agenda Approval
Mr. Van Duzer provided an overview of the Retreat agenda. Director Harris suggested placing the word “tool” for the Race & Equity Training and “part 1” to the Legal Boot Camp. Directors and staff discussed student demographics around the city and the long-term vision and needs. Director Harris asked about participating in the City’s Housing Affordability and Livability group as the decisions they make affect the District’s work.
Director Harris moved to approve the Retreat agenda as amended. Director Pinkham seconded. This motion passed unanimously.
3. Board Meeting Minutes
Mr. Van Duzer asked to table this discussion to the next Executive Committee meeting and to continue the current pilot programs through February. Directors agreed.
4. 2016-17 Board Goals Update
Mr. Van Duzer discussed the updated goals and timeline for formalizing these at the Retreat. Directors and staff discussed the process for framing these goals and creative ways to engage the community in this process.
Director Pinkham left at 10:49am.
5. Discussion of Potential Resolution Regarding Safe Zones (Dir. Peters)
Director Peters gave overview of the resolution and pointed to examples provided by other school districts around the country that were taking similar stances for their students in response to the current political climate. She noted the collaboration with the District’s Legal Department. Directors and staff discussed current policies already in place and that this would re-enforce these efforts to protect students. Directors and staff discussed the potential implications and timing of the Resolution.
Director Harris moved this item forward to the full Board for consideration. Director Peters seconded. This motion passed unanimously.
Director Harris moved to amend the February 1 legislative agenda to include this item for introduction and action. Director Peters seconded. This motion passed unanimously.
IV. Board Policies and/or Procedures
V. Routine Items 1. Community Engagement • Superintendent 2016-17 SMART Goal #5 Update
Ms. Campbell noted that she will provide an update in the Friday Memo and highlighted the Identity Safety Teach-in. 2. Government Relations
Mr. Nielsen provided information on the District’s response to the funding plans presented by the legislature and will provide further information within the Friday Memo.
3. Board Calendar/Work Plan
4. Executive Committee Work Plan
5. Board 2016-17 SMART Goals Update
This meeting adjourned at 11:21 am. SCHOOL BOARD ACTION REPORT DATE: February 15, 2017 FROM: Dr. Larry Nyland, Superintendent LEAD STAFF: Kelly Aramaki, Executive Director of Schools, [email protected], (206) 252-0150; Dr. Michael Starosky, Chief of Schools, [email protected], (206) 252-0150.
1. TITLE
Elementary Feeder School Grant (Year 2) from the For Introduction: March 15, 2017 Satterberg Foundation For Action: March 15, 2017
2. PURPOSE
This Board Action Report details the grant to be received from the Satterberg Foundation in the amount of $700,000 for the 2017-18 school year. This is a planned expansion of the grant received this past year from the Satterberg Foundation in the amount of $300,000.
3. RECOMMENDED MOTION
I move that the Board authorize the Superintendent to accept the Elementary Feeder School grant funds from the Satterberg Foundation, in the amount of $700,000. Immediate action is in the best interest of the district because the timing would allow for the obtainment of the funding and the ability to post positions in Phase 1 of hiring, which starts at the beginning of April 2017.
4. BACKGROUND INFORMATION
Background The Nesholm Foundation reached out to the Satterberg Foundation this year to share the widely recognized gap-closing successes from their “Kids in the Middle” investment at the three highest poverty middle schools in Seattle: Aki Kurose MS, Denny International MS, and Mercer International MS. As a result, the Satterberg Foundation then met with district and school personnel to discuss opportunities to partner together to expand that work.
The principals of the three middle schools identified one critical area of need that would greatly enhance the success of our students, particularly as it aligns to our district-wide focus on elevating the academics of our African American Males and other students of color: intervene earlier by focusing on the highest need feeder elementary schools. Although these three middle schools are doing some of the state’s most successful gap closing work, too many students of color are starting 6th grade at these middle schools far below standard in literacy and math. By intervening at our highest needs elementary schools, we should be able to close the gap even further.
In alignment with the theory of action for the Nesholm Foundation, the Feeder Elementary Grant would focus on: developing teachers’ knowledge, skills and practices in reading and writing instruction; maintaining high professional standards; applying research tested instructional practice; developing school leader skills in leading this instructional transformation. 1 The following are the feeder elementary schools that would most likely receive grant support: 1. Aki Feeder Schools: Dunlap, Emerson, Graham Hill, Martin Luther King Jr. 2. Denny Feeder Schools: Concord, Highland Park, West Seattle, West Seattle Elem (new) 3. Mercer Feeder Schools: Hawthorne, Van Asselt
In year 1, each of the 9 schools would receive literacy coaching support from an assistant principal on special assignment for focused literacy instruction to assess current literacy instruction in each building, chart a strategic plan for improving instruction and learning over the next 3-5 years, and begin making strategic and aligned improvements to instructional practices, formative assessment use, and Tier 2 interventions. The “literacy assistant principal” model parallels the Nesholm strategy of hiring assistant principals focused solely on literacy instructional leadership. The schools would also receive funds for leadership development, teacher professional development and books/materials.
In year 2 and beyond, a literacy coach would be assigned to each feeder pattern (for a total of 3 literacy coaches) in order to lead literacy instructional support and professional development for their schools. The grant would continue to support an assistant principal on special assignment to oversee the literacy coaches. The grant would also continue to support leadership development, teacher professional development and books/materials. Use of the monies would be earmarked for: an additional Assistant Principal to focus on literacy instruction; substitute teachers and professional development time; supplies, travel and other expenses approved by the Satterberg Foundation; and books and materials. Immediate action is in the best interest of the district because the timing would allow for the obtainment of the funding and the ability to post positions in Phase 1 of hiring, which starts at the beginning of April 2017.
Background on the Satterberg Foundation: Their mission is to “strengthen our communities by promoting a just society and a sustainable environment.” Their vision includes a “world in balance with vibrant communities in which all people enjoy the opportunity to grow and thrive.” Included in that vision is access to education.
Alternatives The main alternative to receiving this grant to enhance supports and resources for teachers and leaders around literacy instruction would be to rely on funds and professional development available through the Curriculum Assessment and Instruction department and through Title 1. Although this is the default option, this is not the preferred option due to limited resources within CAI and Title 1 (particularly given the current budget climate) and the amplified needs at high poverty schools for high quality professional development, materials, books, etc. given the higher number of novice teachers.
Research Background on the Nesholm Foundation Kids in the Middle Grant: Since 2002-03, the Nesholm Family Foundation has provided $6.1M in total to the District, averaging $475,000 per year, in support of the Kids in the Middle grant. This grant, awarded each year to the three highest poverty middle schools, Aki Kurose, Denny International, and Mercer, focuses on literacy improvements as the key to student learning and achievement. To this end, the Kids in the Middle initiative works to develop teachers’ knowledge, skills and practices in reading and 2
writing instruction; maintain high professional standards; and apply research tested instructional practice. By giving teachers the support they need to develop crucial skills to narrowing the achievement gap in reading and writing, Kids in the Middle enables teachers to better serve students in becoming readers who experience both the pleasure and power of being independent, college and career ready readers.
Each of the three schools receives funds to increase reading and writing achievement. Use of the monies is earmarked for: an additional Assistant Principal to focus on literacy instruction and teacher evaluation; substitute teachers and professional development time; supplies, travel and other expenses approved by the Nesholm Foundation; and textual materials. Additionally, Mercer middle school receives a .2 FTE teacher.
In addition to the grant awarded to the middle schools, the Nesholm Family Foundation provides professional development and instructional coaching for all three of the middle schools through an independent contract with Teachers College Reading and Writing Project Network. The Nesholm Family Foundation also contracts with Sound Mental Health to provide a mental health professional in each school as a means of addressing the socio-emotional challenges students experience that interfere with learning. As highlighted in the data below, we are making great progress in math in all three schools compared to other schools across the state. We know that with English Language Arts, we can exceed these results with a strategic investment into our feeder elementary schools.
Black Student Proficiency Rates (SBA 2015, Grades 6-8) For 20 Middle Schools in WA State with Largest # of Black Students Tested 1 Mathematics English Language Arts
School # Tested % Proficient School # Tested % Proficient Denny (Seattle) 196 45.4% Mercer (Seattle) 245 44.5% Mercer (Seattle) 245 35.9% Nelsen (Renton) 170 35.9% Aki Kurose (Seattle) 232 29.3% Showalter (Tukwila) 129 35.7% Giaudrone (Tacoma) 183 29.0% Meridian (Kent) 96 35.4% South Shore (Seattle) 113 28.3% Denny (Seattle) 201 35.3% Chinook (Highline) 97 27.8% Truman (Tacoma) 129 34.9% Nelsen (Renton) 170 27.6% Stewart (Tacoma) 102 34.3% Meridian (Kent) 97 24.7% Dimmitt (Renton) 261 34.1% Truman (Tacoma) 130 24.6% Gray (Tacoma) 151 32.5% First Creek (Tacoma) 174 24.1% Giaudrone (Tacoma) 184 32.1% Washington (Seattle) 311 23.2% Meeker (Kent) 130 30.8% Stewart (Tacoma) 102 22.5% Aki Kurose (Seattle) 233 28.8% Gray (Tacoma) 149 21.5% Baker (Tacoma) 116 28.4% Showalter (Tukwila) 129 20.2% Lakota (Federal Way) 101 27.7% Baker (Tacoma) 115 18.3% Washington (Seattle) 305 26.9% Meeker (Kent) 130 17.7% Jason Lee (Tacoma) 162 26.5% Dimmitt (Renton) 260 17.3% Mill Creek (Kent) 168 26.2% Mill Creek (Kent) 168 16.7% Chinook (Highline) 95 25.3% Jason Lee (Tacoma) 159 15.7% First Creek (Tacoma) 175 25.1% Lakota (Federal Way) 101 11.9% South Shore (Seattle) 113 17.7%
1 Results only include students who participated in SBA testing and for whom a score was reported. Students who did not participate may be counted by the state agency for federal accountability and reporting purposes. 3
5. FISCAL IMPACT/REVENUE SOURCE
Fiscal impact to this action will be an acceptance of funds in the amount of $700,000. Funds are in direct support to elementary schools.
The revenue source for this motion is the Satterberg Foundation.
Expenditure: One-time Annual Multi-Year N/A
Revenue: One-time Annual Multi-Year N/A
6. COMMUNITY ENGAGEMENT
With guidance from the District’s Community Engagement tool, this action was determined to merit the following tier of community engagement:
Not applicable
Tier 1: Inform
Tier 2: Consult/Involve
Tier 3: Collaborate
We have engaged principals and teachers in Tier 1 and Tier 2 community engagement in developing the grant proposal. Tier 3 community engagement with families and staff is an expectation as we implement the grant and improve teaching and learning in the area of literacy at the 10 elementary schools. Through parent literacy nights and student conferences, parents will learn strategies to support the strengthening of their children’s reading and writing skills.
7. EQUITY ANALYSIS
The purpose of this grant is to promote educational equity in our highest poverty, most diverse schools by providing the resources needed (professional development, materials, books and coaching) to ensure high quality teaching and learning in every classroom and academic success for each and every student. Equitable outcomes desired from this grant are the closing of opportunity and achievement gaps in our schools, where students regardless of race, Socio- Economic Status (SES), gender are achieving at the highest levels in literacy. We will be accountable for results to our students and families and will work with Research, Evaluation, and Assessment (REA) to monitor and evaluate our efforts.
8. STUDENT BENEFIT
As a result of these grant funds, students in the 10 identified schools will be given increased opportunities to experience high quality literacy instruction in every classroom. Students will experience more alignment of high quality instruction and pedagogy as well as assurances that they will be given access to high quality, standards-based core curriculum and intervention programs. 4
9. WHY BOARD ACTION IS NECESSARY
Amount of contract initial value or contract amendment exceeds $250,000 (Policy No. 6220)
Amount of grant exceeds $250,000 in a single fiscal year (Policy No. 6114)
Adopting, amending, or repealing a Board policy
Formally accepting the completion of a public works project and closing out the contract
Legal requirement for the School Board to take action on this matter
Board Policy No. _____, [TITLE], provides the Board shall approve this item
Other: ______
10. POLICY IMPLICATION
Per Board Policy No. 6114, Gifts, Grants, Donations and Fundraising Proceeds, Board action is necessary to accept a grant that exceeds $250,000 per school year.
11. BOARD COMMITTEE RECOMMENDATION
This motion was discussed at the Executive Committee meeting on March 2, 2017 and the C&I Committee meeting on March 13, 2017. The Executive Committee reviewed the motion and ______.
12. TIMELINE FOR IMPLEMENTATION
Upon approval of this motion, the District will move forward with setting up the grant funds, as outlined on the attached letter of commitment.
13. ATTACHMENTS
Letter of commitment from the Satterberg Foundation
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March 15, 2017 Regular Board Meeting
Agenda DRAFT Regular Legislative Session March 15, 2017, 4:15 p.m.
Board of Directors 2445 – 3rd Avenue South Seattle, Washington 98134 206-252-0040 www.seattleschools.org
I. Call to Order - 4:15 p.m.
1. General Welcome Announcement to Audience 2. Roll Call 3. Pledge of Allegiance 4. Recognition
II. Student Presentations - 4:30 p.m. (Young Artist Academy - Orca K-8)
III. Superintendents Comments - 4:45 p.m.
IV. Student Comments (Middle College)
V. Business Action Items - 4:55 p.m.
A. Consent Agenda
1. Minutes of the Regular Board Meeting on March 1. 2. Warrants
2017 Warrants
General Fund *Payroll $ Vendor $ Capital Project Fund Vendor $ Associated Student Body Vendor $ Expendable Trust Fund Vendor $ Grand Total $
1
*Note – Payroll total reflects warrants issued to employees. It does not however, reflect cash
B. Items Removed from the Consent Agenda
VI. Public Testimony - 5:30 p.m.
Members of the public who wish to address the board may do so by e-mailing the School Board Office or calling (206) 252-0040, beginning Monday, March 13, at 8:00am. The public testimony list will be posted Tuesday, March 14. For information on how the public testimony list is created, please visit the Board's website. Thank you.
VII. Board Comments
VIII. Business Action Items (Continued) - 6:30 p.m.
C. Action Items
1. Amending Policy No. 5001, Hiring of Retired School Employees - (A&F, Feb. 9, for approval) Approval of this item would amend Board Policy No. 5001, Hiring of Retired School Employees. 2. Amending Board Policy No. 3422, Student Sports - Concussion and Head Injuries - (Ops., Feb. 16, for approval) approval Approval of this item would amend Board Policy No. 3422, Student Sports - Concussion and Head Injuries. 3. Highly Capable Students Program Comprehensive Plan - (C&I, Feb. 13, for consideration) Approval of this item would approve the District’s Highly Capable Students Program Comprehensive Plan as resubmitted to the Office of the Superintendent of Public Instruction (OSPI) for school year 2016-17 to support Highly Capable Services and the District's gifted eligibility identification process and authorize the Superintendent to apply for and accept allocation of these funds. 4. BEX IV: Award Contract P1515 for Architectural and Engineering Services, to NAC Architecture for Wing Luke Elementary School Project - (Ops, Feb. 16, for approval) Approval of this item would authorize the Superintendent to execute an agreement with NAC Architecture, in the amount of Three Million Sixty Thousand Seven Hundred Fifteen Dollars ($3,060,715), plus reimbursable expenses of Thirty Thousand Dollars ($30,000) for Architectural and Engineering Services for the Wing Luke Elementary School project. 5. BTA III: Award Construction Contract K5080, Bid No. B11637 to Mike Werlech Construction Inc., for the Blaine Water Mains and Fire Sprinklers Project - (Ops, Feb. 16 for approval) Approval of this item would authorize the Superintendent to execute construction contract K5080, to Mike Werlech Construction Inc., for the Blaine Water Mains and Fire Sprinklers Project, in the amount of $949,822, including Alternate Bid 1, plus Washington State sales tax.
D. Introduction Items 2
1. Elementary School Feeder Grant (Year 2) from the Satterberg Foundation - (Exec., Mar. 2, for) Approval of this item would authorize the Superintendent to accept the Elementary Feeder School grant funds from the Satterberg Foundation, in the amount of $700,000. 2. Policy 6114 - Gifts, Grants, Donations & Fundraising Proceeds - (A&F, Mar. 9, for) Approval of this item would (TENTATIVE) 3. Policy D104.00-D140.01 and New Policy No. 6102, District Fundraising - (A&F, Mar. 9 for) Approval of this item would (TENTATIVE) 4. BEX II/BEX III: Approval of Budget Transfer from the Building Excellence (BEX) II and III Program Underspend for Implementation of an Energy Efficiency Project at Six Seattle Public Schools - (Ops. Feb. 16, for) Approval of this item would authorize the transfer of transfer $1,595,632 in funding using the oldest unallocated levy funds first, from BEX II and BEX III capital program underspend, to create a project budget for the implementation of an energy efficiency project at six schools utilizing solar technology. 5. BEX IV: Award Contract P5089, Bid No. B11632 to (__) for the Jane Addams Middle School Voluntary Seismic Improvements and Minor Alterations Project, Phase IV - (Ops., Feb.16, for) Approval of this item would authorization for the Superintendent to enter into a construction contract for the Voluntary Seismic Improvements and Minor Alterations project at Jane Adams Middle School during the summer of 2017. 6. BEX IV: Approval of the Project Budget for Opening Cedar Park as an Option School Fall 2017 - (Ops., Feb. 16, for) Approval of this item would authorize the transfer of $1,425,000 in funding from the Building Excellence IV Levy Program Contingency to create a project budget to implement minor facilities improvements and provide new furnishings, technology and curriculum for the re-opening of Cedar Park Elementary School as an Option school. 7. BEX IV: Approval of Budget for Decatur Elementary School Re-Opening Project - (Ops., Feb. 16, for) Approval of this item would authorize the transfer of $1,500,000 in funding from the Building Excellence (BEX) IV Levy Program Contingency to create a project budget to implement facilities repairs and provide new furnishings, technology and curriculum for the for the re-opening of Decatur Elementary School to serve the Highly Capable Cohort (HCC). 8. BTA III/BTA IV: Award Contract K5076, Bid No. B11638, to (__) for the Synthetic Turf Replacement at Old Van Asselt and Whitman Middle School and Field Lighting Infrastructure at Whitman Middle School Project - (Ops., Feb. 16, for) Approval of this item would approve contract K5076 to (______) for the Synthetic Turf Replacement at Old Van Asselt and Whitman Middle School and Field Lighting Infrastructure at Whitman Middle School project. 9. BTA IV: Approval of Modification No. 3 to Contract K1255, with S.M. Stemper Architects for the Ballard, Garfield and West Seattle High Schools Roof Replacement Project - (Ops., Feb. 16, for) Approval of this item would authorize a modification to the Architectural and Engineering Services contract with S.M. Stemper 3
Architects for additional services for the Ballard, Garfield and West Seattle High Schools Roof Replacement project.
IX. Adjourn - 8:30 p.m.
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April 05, 2017 Regular Board Meeting
Agenda DRAFT Regular Legislative Session April 05, 2017, 4:15 p.m.
Board of Directors 2445 – 3rd Avenue South Seattle, Washington 98134 206-252-0040 www.seattleschools.org
I. Call to Order - 4:15 p.m.
1. General Welcome Announcement to Audience 2. Roll Call 3. Pledge of Allegiance 4. Recognition
II. Student Presentations - 4:30 p.m. (John Muir)
III. Superintendents Comments - 4:45 p.m.
IV. Student Comments (South Lake)
V. Business Action Items - 4:55 p.m.
A. Consent Agenda
1. Minutes of the Oversight/Work Sessions on March 08 and the Regular Board Meeting on March 15. 2. Personnel Report
B. Items Removed from the Consent Agenda
VI. Public Testimony - 5:30 p.m.
Members of the public who wish to address the board may do so by e-mailing the School Board Office or calling (206) 252-0040, beginning Monday, April 03, at 8:00am. The public testimony list will be posted Tuesday, April 04. For information on how the public testimony list is created, please visit the Board's website. Thank you.
VII. Board Comments 1
VIII. Business Action Items (Continued) - 6:30 p.m.
C. Action Items
1. Elementary School Feeder Grant (Year 2) from the Satterberg Foundation - (Exec., Mar. 2, for) Approval of this item would authorize the Superintendent to accept the Elementary Feeder School grant funds from the Satterberg Foundation, in the amount of $700,000. 2. Policy 6114 - Gifts, Grants, Donations & Fundraising Proceeds - (A&F, Mar. 9, for) Approval of this item would (TENTATIVE) 3. Policy D104.00-D140.01 and New Policy No. 6102, District Fundraising - (A&F, Mar. 9 for) Approval of this item would (TENTATIVE) 4. BEX II/BEX III: Approval of Budget Transfer from the Building Excellence (BEX) II and III Program Underspend for Implementation of an Energy Efficiency Project at Six Seattle Public Schools - Approval of this item would authorize the transfer of transfer $1,595,632 in funding using the oldest unallocated levy funds first, from BEX II and BEX III capital program underspend, to create a project budget for the implementation of an energy efficiency project at six schools utilizing solar technology. 5. BEX IV: Award Contract P5089, Bid No. B11632 to (__) for the Jane Addams Middle School Voluntary Seismic Improvements and Minor Alterations Project, Phase IV - (Ops., Feb.16, for) Approval of this item would authorization for the Superintendent to enter into a construction contract for the Voluntary Seismic Improvements and Minor Alterations project at Jane Adams Middle School during the summer of 2017. 6. BEX IV: Approval of the Project Budget for Opening Cedar Park as an Option School Fall 2017 - (Ops., Feb. 16, for) Approval of this item would authorize the transfer of $1,425,000 in funding from the Building Excellence IV Levy Program Contingency to create a project budget to implement minor facilities improvements and provide new furnishings, technology and curriculum for the re-opening of Cedar Park Elementary School as an Option school. 7. BEX IV: Approval of Budget for Decatur Elementary School Re-Opening Project - (Ops., Feb. 16, for) Approval of this item would authorize the transfer of $1,500,000 in funding from the Building Excellence (BEX) IV Levy Program Contingency to create a project budget to implement facilities repairs and provide new furnishings, technology and curriculum for the for the re-opening of Decatur Elementary School to serve the Highly Capable Cohort (HCC). 8. BTA III/BTA IV: Award Contract K5076, Bid No. B11638, to (__) for the Synthetic Turf Replacement at Old Van Asselt and Whitman Middle School and Field Lighting Infrastructure at Whitman Middle School Project - (Ops., Feb. 16, for) Approval of this item would approve contract K5076 to (______) for the Synthetic Turf Replacement at Old Van Asselt and Whitman Middle School and Field Lighting Infrastructure at Whitman Middle School project.
2
9. BTA IV: Approval of Modification No. 3 to Contract K1255, with S.M. Stemper Architects for the Ballard, Garfield and West Seattle High Schools Roof Replacement Project - (Ops., Feb. 16, for) Approval of this item would authorize a modification to the Architectural and Engineering Services contract with S.M. Stemper Architects for additional services for the Ballard, Garfield and West Seattle High Schools Roof Replacement project.
D. Introduction Items
1. Repeal Policy and Procedure C26.00 and C26.01, Amending Policy 2015, Selection and Adoption of Instructional Materials - (C&I, Mar. 13, for) approval of this item would
2. Policy 4200, Visitors to Schools, Repeal F44.00, Unauthorized Persons on School Property - (Ops., Feb. 16, for) Approval of this item would
3. Policy No. 3115, Homeless Foster Care Students & Policy No. 3116, Foster Care Students - (Ops., Mar. 16 for) Approval of this item would
4. Policy No. 3410, Student Health Records; Repeal of Policies D106.00, Student Health and 3431, Hearing and Vision Screening - (Ops., Mar 16., for) Approval of this item would
5. Microsoft Enrollment for Education Solutions - (Ops, Mar. 16, for) Approval of this item would
6. Purchase of CISCO Network Switches for New BEX IV Schools Opening Summer 2017 - (Ops., Feb. 16, for) Approval of this item would
7. BEX Oversight Committee Charter to Include BTA Funds - (Ops., Feb. 16, for) Approval of this item would
8. BEX IV: Final Acceptance of Public Works Contract (__), with (__), for the Hazel Wolf K-8 School (Pinehurst) Project - (Ops., Mar. 16, for) Approval of this item would
9. BEX IV: Approval of Program Contingency Transfer to McGilvra Elementary New Cafeteria Building & Seismic Upgrades - (Ops., Mar. 16, for) Approval of this item would
10. BEX IV & BTA IV: Acceptance of Value Engineering Report and Implementation for the Lincoln High School Modernization Project - (Ops., Mar. 16, for) Approval of this item would
11. BEX IV & BTA IV: Approval of the Site Specific Educational Specifications for the Modernization at Lincoln High School Project - (Ops., Mar. 16, for) Approval of this item would
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12. BEX IV & BTA IV: Resolution 2016/17-7: Racial Imbalance Analysis for the Lincoln High School Modernization Project - (Ops., Mar. 16, for) Approval of this item would
13. BEX IV & BTA III: Award Contract P5088 to (__) for the McGilvra Elementary New Cafeteria Building Project - (Ops., Mar. 16, for) Approval of this item would
14. BEX IV & BTA III: Final Acceptance of Contract P5062, with Mike Werlech Construction, Inc., for the Broadview-Thomson K-8, Laurelhurst and Sacajawea Elementary School and Whitman Middle School Improvements Project - (Ops., Mar. 16, for) Approval of this item would
15. BEX IV & BTA III: Final Acceptance of Public Works Contract K4049 with Western Ventures Construction, Inc., for the Seismic, Green Energy and Re-roofing at Addams Elementary School Project - (Ops., Marc. 16, for) Approval of this item would
16. BTA III: Award Contract K5084 to (______) for the Dearborn Park Elementary Mechanical Upgrade Project - (Ops., Mar. 16, for) Approval of this item would
17. BTA IV: Award Contract K5083 to (______)for the BF Day and Gatewood Elementary Seismic Project - (Ops., Mar. 16 for) Approval of this item would
18. BTA IV: Award Construction Contract K5075, Bid No. B11633, to (__), for the E.C. Hughes Elementary School Modernization Project - (Ops., Mar. 16, for) Approval of this item would
19. BTA IV: Award Contract K5077, to (__), for the Garfield High School Roof Replacement Project - (Ops., Mar. 16, for) Approval of this item would
20. BTA IV: Award Contract K5088, to Wayne's Roofing, Inc., for the Ballard and West Seattle High Schools Roof Replacement Project - (Ops., Mar. 16, for) Approval of this item would
21. BTA IV: Magnolia Elementary School Renovation and Addition Project: Constructability Review Report and Implementation - (Ops., Mar. 16, for) Approval of this item would
22. BTA IV: Magnolia Elementary School Renovation and Addition Project: Resolution 2016/17-14: of Intent to Construct - (Ops., Mar. 16, for) Approval of this item would
23. BTA IV: Magnolia Elementary School Renovation and Addition Project: Resolution 2016/17-15: 5-year Use/30-Year Building Life - (Ops., Mar. 16, for) Approval of this item would
IX. Adjourn - 8:30 p.m.
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Date: Friday, February 24, 2017 To: School Board Executive Committee From: Nate Van Duzer, Director of Policy and Board Relations Subject: Draft Language Access Policy and Procedure
At the March 2, 2017 Executive Committee meeting, staff from the Division of Student Support Services will present a new draft policy and procedure regarding language access for parents and guardians. The policy and procedure are still in draft form. After presenting to and receiving feedback from the Executive Committee, staff will continue to work on the policy and undergo community engagement. The policy and procedure are scheduled to come back to the Executive Committee for consideration in June.
Attached to this memo are the draft policy, procedure, and a language access poster that would be displayed in all district facilities.
Submitted by Nate Van Duzer for the February 2, 2017 Executive Committee Page 1 of 1
Language Access Policy No. 4218
[MM/DD/YYYY]
Page 1 of 2
It is the policy of the Seattle School Board to promote and encourage the participation of all parents/guardians of District-enrolled students in the education of their child. The Board honors and values the participation of parents/guardians who are speakers of languages other than English, and is committed to improving meaningful communication and access to District programs, services and activities for such parents/guardians empowered by language access at no cost to parents/guardians, students, or families. The intent of this policy is to establish, implement, and maintain a language access plan in service of the District’s current population of parents/guardians who are speakers of languages other than English.
At a minimum, the District’s language access plan will incorporate the procedures that accompany this policy and address:
Parent/Guardian Identification The District will identify parents/guardians who speak languages other than English accurately and in a timely manner, and will provide them information in a language they can understand regarding the language access resources available within the District.
Interpretation The District will take reasonable steps to provide parents/guardians empowered by language access with oral interpretation of information about any program, service, and activity provided to English-speaking parents/guardians. The District will provide interpretation in a language the parents/guardians understand in order to facilitate any interaction with District staff significant to their student’s education. The District will provide such services upon request of the parents/guardians and/or when District staff may determine that such services are necessary.
Translation The District will provide written translation of vital documents for the top four language groups in the District other than English, or those for which the parent population is at least 1000 persons. For purposes of this policy, “vital documents” include, but are not limited to, those related to:
. Registration and enrollment in school; . Grades, academic standards, student performance, and graduation; . Safety, discipline, and conduct expectations; . Student/Parent handbook; . Policies and procedures related to attendance, absences, and withdrawal; . Parent permission for activities or programs; . School closure information; . Opportunities to access programs or services—including highly capable, advanced placement, and English language learner programs; . Special education and services for students with disabilities, Section 504 information, and McKinney-Vento services; and
Adopted: Revised: Cross Reference: 3210; 4129; 4130 Related Superintendent Procedure: 4218SP Previous Policies: Legal References: Chapter 28A.642 RCW; Chapter 49.60 RCW; WAC 392-190; WAC 392-160- 015; WAC 392-172A-03100; Title VI of the Civil Rights Act of 1964 Management Resources: 2016 – July Issue
Language Access Policy No. 4218
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. All other documents which notify parents of their rights under relevant state legislation, or which contain information or forms that pertain to “consent or filing complaints under federal law, state law, or District policy”.
If the District cannot translate a vital document due to resource limitations, or if the number of families that require the information in a language other than English is so small that translation of the document cannot be achieved within reason, the District will provide the information to the parents/guardians in a language they can understand by means of competent interpretation (reading and explanation of the document aloud).
Staff Guidance All school administrators, particularly those who have the most interaction with the parents and guardians, such as enrollment staff, school secretaries, registrars, certificated staff, and other appropriate staff will receive guidance on meaningful communication with parents/guardians empowered by language access. Such staff will receive copies of the internal Language Access Guide, and have access to training on best practices for working with an interpreter, how to access an interpreter or translation services in a timely manner, language services available within the District, and other information deemed necessary by the superintendent to effectuate the language access plan.
Appropriate District staff will also receive guidance on the interaction between this policy and the District’s policy on effective communication with students, families, and community members with disabilities.
The Superintendent is authorized to establish procedures and practices for implementing this policy.
Cross references: 3210 Nondiscrimination 4129 Family Engagement 4130 Title I Family Involvement
Legal references: Chapter 28A.642 RCW Discrimination prohibition Chapter 49.60 RCW Discrimination – Human Rights Commission WAC 392-190 Equal Educational Opportunity WAC 392-160-015 Identification of Eligible Students WAC 392-172A-03100 Parent Participation Title VI of the Civil Rights Act of 1964
Management resources: 2016 – July Issue OSPI website: Interpretation and Translation Services
Adopted: Revised: Cross Reference: 3210; 4129; 4130 Related Superintendent Procedure: 4218SP Previous Policies: Legal References: Chapter 28A.642 RCW; Chapter 49.60 RCW; WAC 392-190; WAC 392-160- 015; WAC 392-172A-03100; Title VI of the Civil Rights Act of 1964 Management Resources: 2016 – July Issue
Superintendent Procedure 4218SP
Language Access Approved by: ______Date: ___
Dr. Larry Nyland, Superintendent
Introduction Seattle Public Schools (SPS) serves students from 147 countries of origin, representing 143 primary languages. We are committed to facilitating educational access and empowerment for all students, while honoring their diverse language backgrounds and the primary languages of their parents/guardians. The Board and Superintendent recognize the necessity of providing consistent language access for parents/guardians whose primary language is not English. Oral and written communication of vital educational information in the primary language of the parent/guardian is not only mandated by state and federal legislation: it contributes to robust family engagement and has a positive impact on student achievement, ultimately reducing opportunity gaps.
The intent of this procedure is to create and sustain systems to implement Policy 4218, and thus establish and maintain meaningful communication among the District, school staff, and parents/guardians who are speakers of languages other than English, thereby facilitating access for such parents/guardians to the services, programs, and activities of the District and the schools. Furthermore, this procedure reinforces and extends the considerations and intentions of Superintendent Procedure 4129SP “Family Engagement”, which sets forth the implementation of a District-wide climate of welcome for family involvement to support student learning and youth development in all schools.
Definitions: “Primary language” refers to the principal language in the student’s home; the language spoken most by parent/guardian of a District student. Parents/guardians may speak more than one primary language.
“Language services” means the range of services used and/or required to facilitate communication and promote understanding amongst speakers of different languages, including (but not limited to) interpretation and translation services.
“Interpretation” is the process by which the spoken word is used to transfer meaning between languages. It refers to contemporaneous oral communication between two or more speakers of different languages, wherein the words of one person are communicated orally in another language. In the context of this District it specifically refers to communication between an English speaker and a speaker(s) of another language.
The District will make a reasonable effort to use interpreters who have demonstrated language proficiency. Such interpreters employed by the District in the capacity of a bilingual student services facilitator or a bilingual instructional assistant will demonstrate proficiency through a combination of education, professional experience, training, assessment, and/or certification. Other interpreters may be employed by an outside vendor contracted to offer interpretation services.
“Translation” is the process of communicating ideas expressed in writing from one language to another. It refers to written communication between speakers of two different languages. Generally, a speaker of English and a speaker of another language wherein the written words of one person are expressed to others in written form in another language.
The District will use translators who have demonstrated language proficiency. Such translators employed by the District in the capacity of a bilingual student services facilitator or a bilingual instructional assistant will show proficiency through a combination of education, professional experience, training, assessment, and/or certification. Translators for languages not represented amongst District staff will be provided via an outside vendor contracted to offer interpretation services.
“Parents/guardians empowered by language access” are the parents/guardians of a student or students enrolled in the District who are empowered to be stronger advocates and participants in the education of their student(s) with access to interpretation and/or translation for communication in English. The language access needs of parents/guardians are independent of the student’s fluency in English. This term does not refer to any family members of the student besides the student’s parents/guardians. Approved: Revised: Superintendent Procedure 4218SP Cross Reference: Page 1 of 5
Other entities refer to “limited English proficiency” (“LEP”) to define the experience of these parents. Conversely, SPS honors and values our multilingual parents and families, and understands their ability to speak languages other than English as an asset, rather than a deficit. SPS uses “parents empowered by language access” to recognize the parents/guardians who speak primary languages other than English and do not communicate fully in English orally, in writing, or both. We recognize that such parents may need language access services to support communication in any area of language expression: speaking, listening, reading, and/or writing. We understand that a parent/guardian may have the English fluency to understand, communicate and/or exchange foundational information with school or District staff (i.e. greetings, contact information, etc.), but may require language support in order to communicate detailed, specific information needed in a context such as an IEP meeting, a 504 meeting, or a student discipline meeting.
Implementation: The Department of Student Support Services shall oversee the implementation of this procedure. Effective implementation of the Language Access procedure requires 1) clear identification of parents empowered by language access, 2) notification of parent rights to language access, 3) consistent and comprehensive delivery of translation and interpretation services, and 4) collection and analysis of data on services provided. Together these activities facilitate opportunities for parents/guardians empowered by language access to engage in informed decision-making for the educational achievement of their student(s).
The Language Access procedure will be implemented through the following: A. Parent/Guardian Identification No later than thirty (30) days from the time of enrollment, the District will determine 1) the primary language spoken by the parent/guardian of each student enrolled in the school, and, if such language is not English, 2) whether the parent requires language access services to communicate effectively with the District. At the time of student enrollment, Seattle Public Schools will use two documents to identify such parents empowered by language access and the languages in which they need assistance:
1. Seattle Public Schools’ Admission Form, page 3, “Information for Parents/Guardians”: The SPS Admission Form allows the parents/guardians to indicate the language used for spoken communication and (written) correspondence. Besides English, the Admission Form is also available in the top four (4) languages spoken by District parents and guardians: Spanish, Somali, Chinese, and Vietnamese.1 Enrollment staff will be oriented, via annual trainings, to assist parents/guardians in indicating the preferred language for communication, and to identify those parents/guardians who may be considered parents empowered by language access. Language access information, derived from parent/guardian responses on the Admission Form, will be captured at the time of enrollment and stored in student records on PowerSchool, in order to be readily visible to District and school staff who view a given student’s profile on PowerSchool.
2. Office of Superintendent of Public Instruction (OSPI) Home Language Survey (HLS): The OSPI Home Language Survey asks the parents/guardians, “In what language(s) would your family prefer to communicate with the school?” and thus allows the parents/guardians to indicate the preferred language. However, the HLS does not distinguish the preferred language for oral communication and written correspondence. The survey will be translated and made available in the nine (9) most commonly spoken languages in the District: Amharic, Arabic, Chinese, Oromo, Somali, Spanish, Tagalog, Tigrigna, and Vietnamese.2 The survey will be part of the standard enrollment packet completed by all District parents.
The District will maintain a current record of the primary language spoken by a student’s parents; such record will be available to the school staff via PowerSchool Demographics. Periodically, and at minimum annually, the District will update the PowerSchool information indicating languages for which parents/guardians may need assistance. This will be accomplished as follows: 1. The language access flyer (translated in top 9 languages) will be included in the first-day packet sent home to families with the option for parents to send updated information back to the school; 2. If a parent/guardian expresses an updated need for language access services, the school registrar will notify Enrollment Services to update the student record in PowerSchool.
1 The top four languages spoken by District parents/guardians, in order of prevalence, are determined to be Spanish, Somali, Chinese, and Vietnamese, according to District data as of 1/09/2017. 2 The top nine languages spoken by District parents/guardians, in order of prevalence, are determined to be Spanish, Somali, Chinese, Vietnamese, Tagalog, Amharic, Tigrigna, Oromo, and Arabic as of 1/09/2017. Approved: Revised: Superintendent Procedure 4218SP Cross Reference: Page 2 of 5
B. Notification of Parent Rights to Language Access 1. The OSPI Home Language Survey notifies parents/guardians of their right to translation and interpretation services, provided by the District and free of charge to the student and parent(s). It will be used by the District at the time of student enrollment, in addition to facilitating the identification of parents/guardians who need language access services, as well as the languages in which they may need assistance.
2. At the time of enrollment, the District will also ensure that information regarding available interpretation and translation services and the District’s complaint process is provided to all parents/guardians. District staff will take steps to provide such information in the primary language of the parent/guardian.
3. A Language Access flyer, translated in the top nine (9) languages spoken by the parents/guardians of District-enrolled students, will be provided annually, sent by all schools to parents in the first day packet.
4. All District buildings will display a Language Access poster, translated in the top nine (9) languages spoken by the parents/guardians of District-enrolled students, to notify parents/guardians of their right to translation and interpretation services, provided by the District free of charge to the student and parents/guardians.
5. The District website will display readily-accessible information in the top nine (9) languages regarding the rights of parents/guardians to translation and interpretation services under federal and state law, including clear instructions for parents/guardians to access such services.
C. Interpretation and Translation Services 1. In order for parents empowered by language access to communicate effectively with District and school staff in any interaction significant to the student’s education, and consistent with Policy 4218, every school and District office will provide interpretation services to all parents/guardians, free of cost to the student, parents/guardians or family. Furthermore, each school and District office will provide free translation of vital documents as required and detailed below (see Section 8).
2. Interpretation and translation will be provided by District staff in the top nine (9) languages spoken by the parents/guardiansof students enrolled in the District, which are as follows: Amharic, Arabic, Chinese, Oromo, Somali, Spanish, Tagalog, Tigrigna, and Vietnamese. Whenever a request emerges for a language beyond the aforementioned, interpretation and translation services will be provided via an outside agency on contract with the District: Linguistica Language Line (telephonic interpretation) or World Language Services, LLC (in-person interpretation), or Dynamic Language Center (translation).
3. Whether an interpreter or translator is employed by the District or an outside agency, the District will provide interpretation and translation by competent and fluent speakers of the language in need, as evidenced via education, professional experience, training, assessment, and/or certification. The District will also take steps to ensure that: a) District bilingual student services facilitators and instructional assistants who serve as interpreters and translators exercise knowledge of specific terms or concepts to be used in the given communication in both languages. And b) District bilingual student services facilitators and instructional assistants who serve as interpreters are aware of and have participated in training on the: 1. Role of an interpreter; 2. Ethics of interpreting and translating; and 3. Need to maintain confidentiality.
4. Parents empowered by language access may voluntarily elect to decline the District or school’s offer of an interpreter, and instead may refer to an adult friend, companion, or relative for language and interpretation support, but school staff may not suggest this as an alternative to providing appropriate language and interpretation services.
Furthermore, students and other minor children under the age of 18 may not serve as interpreters for school staff and parents/guardians during any formal or informal meeting or process.
5. On behalf of the District, the Bilingual Family Coordinator will facilitate staff access to appropriate interpretation and translation services in order to communicate with parents empowered by language access consistent with federal and state law, and this policy and procedure. If no interpreter can be present, the Bilingual Family Coordinator will help District and school staff use a Linguistica Language Line to communicate with parents/guardians. Approved: Revised: Superintendent Procedure 4218SP Cross Reference: Page 3 of 5
6. The following interpretation and translation services are currently available in the District: Interpretation: - Bilingual Student Services Facilitators & Bilingual Instructional Assistants (IAs) – Interpret in the top nine (9) languages spoken by parents/guardians of students enrolled in the District. Staff should initiate request by contacting IAs in their building, or request coordination assistance from the Bilingual Family Coordinator; see details below. - Contracts with Outside Agencies – When interpretation requests involve a language other than the top nine (9) District languages, or when no Bilingual IA can be located to interpret, the Bilingual Family Coordinator will facilitate access to interpretation from an outside agency either by phone or in- person. Translation: - Bilingual Student Services Facilitators & Bilingual Instructional Assistants (IAs) – Translate in the top nine (9) languages spoken by parents/guardians of students enrolled in the District. Staff should initiate request by contacting IAs in their building, or request coordination assistance from the Bilingual Family Coordinator; see details below. - Contracts with Outside Agencies – When translation requests involve a language other than the top nine (9) District languages, or when no District translator is available, the Bilingual Family Coordinator will facilitate access to translation via an outside agency.
District staff may contact the Bilingual Family Coordinator by phone at (206) 743-3545 or [email protected] with questions or concerns, or to obtain information and support in order to access interpretation and translation services.
7. District staff, including administrators, registration and enrollment staff, ELL certificated staff, bilingual instructional assistants, and other appropriate staff designated by the Superintendent, will receive information and training on:
a. Parent rights to District language access services, in accordance with state and federal law; b. The vital need for meaningful and effective communication with parents empowered by language access; c. Ways to notify parents empowered by language access of language services available through the District; d. The need to use competent translation and interpretation services for communication with Parents empowered by language access; e. The availability of translation and interpretation services within the District, whether through in-person interpretation or telephonic services; f. The processes for accessing translation and interpretation services when working with parents empowered by language access, including ensuring the correct language service is being accessed, checking parent understanding once interpretation has commenced, and appropriate vetting of translations for audience-appropriate content; and g. The process for reporting concerns and complaints.
8. Interpretation Services: The District will provide interpretation services according to this procedure whenever a parent/guardian requests interpretation, or when school staff or District officials expect that interpretation services are necessary to communicate meaningfully with parents regarding vital information about their child’s education or school activities.
With a minimum of three days’ notice that such services are required, the District will provide interpretation services at public meetings organized or sponsored by the District (e.g., board meetings).
9. Translation of District Vital Documents: The District will identify and disseminate translations of vital documents which are distributed to all or most parents/guardians and which contain important information regarding a student’s education, including but not limited to:
a. Registration and enrollment in school; b. Grades, academic standards, student performance, and graduation; c. Safety, discipline, and conduct expectations; d. Student/Parent handbook; e. Policies and procedures related to attendance, absences, and withdrawal; f. Parent permission for activities or programs; g. School closure information; h. Opportunities to access programs or services—including highly capable, advanced placement, and English language learner programs; Approved: Revised: Superintendent Procedure 4218SP Cross Reference: Page 4 of 5
i. Special education and services for students with disabilities, Section 504 information, and McKinney- Vento services; and j. All other documents which notify parents of their rights under relevant state legislation, or which contain information or forms that pertain to “consent or filing complaints under federal law, state law, or District policy”.
The District will provide written translations of vital documents for the top four (4) languages, at minimum, spoken by the parents/guardians of District-enrolled students. The District may regularly provide translation of the top nine (9) languages spoken by parents/guardians. If limited resources prevent the District from translating a document, or if the total number of parents who require the information in another language is so small that translation of the document is unreasonable, the District will make the information available to parents in a language they can understand, i.e. through oral interpretation of the document.
The District will not rely on written translations of vital documents by machine/computer translation programs, nor will these be distributed to Parents empowered by language access without review by a District-approved translator.
Vital documents that are newly issued or updated by the District for parents empowered by language access will be accompanied a notice that free translation and/or interpretation services are available with instructions for how to request a free translation or interpretation of the document.
10. Translation of Student-Specific Documents: The District will provide parents/guardians, in a language they can understand, a translation of any document that contains information specific to an individual student regarding, but not limited to, a student’s: a. Health; b. Safety; and c. Legal or disciplinary matters.
11. Alternatives to Translation: When translation for a document otherwise required to be translated is unavailable, or cannot reasonably be achieved, such as in an emergency situation, a school or District office will provide an attached notice to parents that free translation and/or interpretation services are available with instructions for how to request translation or interpretation of the document.
D. Staff Awareness and Compliance Regarding Parents’ Right to Language Access 1. All District buildings will visibly display signage, at or near the primary entrance to the school or office, in the top nine (9) languages spoken by parents/guardians of District students, concerning the rights of parents/guardians to translation and interpretation services and how to access such services.
2. District staff will be made aware of this policy annually. Staff will be provided the written Language Access Guide indicating the availability of interpretation and translation services and processes for requesting such services. The guide will be updated as needed to communicate services available to District staff and parents/guardians empowered by language access.
3. Parents/guardians will also be annually notified regarding the process for filing complaints through the District’s nondiscrimination policy and procedure if they believe that such services have not been appropriately provided.
E. Collection and Analysis of Language Access Data 1. The District will periodically collect and analyze data related to language access in order to document a list of primary languages spoken predominantly in the homes of students and their parents/guardians. Such information will assist in guaranteeing the provision of appropriate language access services, and guide the District in the effectively planning and budgeting for services required to communicate with students and their parents/guardians.
Approved: Revised: Superintendent Procedure 4218SP Cross Reference: Page 5 of 5 Language Access Services – Translation & Interpretation Soo dhawow
We can help you in ¡Podemos brindarle your language! asistencia en español! Please let us know if you need an Por favor háganos saber si necesita un interpreter or access to information in intérprete o acceso a información en su your language—at no cost to you. idioma. Este servicio es gratuito. English Spanish Waxaan kugu caawin karnaa Luqadaada Somaaliga ah! Fadlan noo sheeg haddii aad u baahan tahay ናይ ምትርጓም ሓገዝ ዘድልየኩም እንተደኣ ኮይኑ ወይ ድማ turjubaan ama in dokumeentiga laguugu ዝኾነ ጽሑፍ ብቋንቋኹም ክትርጎሙልኩም ትደልዩ turjumo luqaddaada—iyadoo aanay wax እንተድኣ ኮንኩም ብናጻ ናይ ምትርጓም ሓገዝ ክንገብረልኩም ንኽእል ኢና። kharash ah kaaga bixin. Tigrigna Somali
Matutulungan ka Chúng tôi có thể giúp namin sa Tagalog! quý v b ng ti ng Vi t! Mangyaring ipaalam sa amin kung ị ằ ế ệ kailangan mo ng isang interpreter o Xin cho chúng tôi biết nếu quý vị cần thông makukuhang impormasyon sa iyong dịch viên hay cần được xem thông tin qua wika—nang wala kang babayaran. ngôn ngữ của quý vị—được miễn phí. Vietnamese Tagalog
እባክዎትን አስተርጓሚ የሚፈልጉ ከሆነ ወይም 請讓我們知道你需要翻譯員或者想拿取 በቋንቋዎት በነጻ መረጃ ማግኘት ከፈለጉ 已翻譯好的資料 – 費用全免。 ያሳውቁን:: Chinese Amharic Afaan kessaniin isin gargaaruu ni dandeenya! Maaloo turjumaana kan barbaaddan yoo ta’e ykn afaan kessaniin odeeffannoo argachuu kan barbaaddan yoo ta’e nu beeksiisaa. Arabic Oromo S Seattle Public Schools | Department of ELL & International Programs | Bilingual Family Center & Language Access (206) 743-3545 | [email protected] Date: Thursday, February 23, 2016 To: School Board Executive Committee From: Nate Van Duzer, Director of Policy and Board Relations Subject: Board Meeting Minutes
Summary At the November 3, 2016 Executive Committee meeting, staff and Directors discussed a variety of options for creating a record of actions and discussion at Board meetings. Following conversation at the Executive Committee, the Audit and Finance Committee conducted a pilot where the meeting was digitally recorded. From the recording, staff drafted the standard minutes and also ordered a professional transcript for comparison, at a cost of $3 per minute, totaling $219. The cost is slightly higher than the previous staff estimate; staff chose a slightly more expensive vendor that met a Director request for a company that advertises a domestic workforce. If the Board wanted transcriptions at all committees and work sessions, the estimated annual cost is $22,500-$30,000.
The transcript quality is high but not perfect, with sections of overlapping or inaudible conversation not captured and misspelled school names (e.g. Rocks Hill versus Roxhill). The options table presented in November has been updated and is attached along with the transcript.
The Executive Committee also requested in November sample meeting minutes from other jurisdictions. Those samples are attached.
Starting in January, the Executive Committee approved a pilot alternative method for Full Board meeting minutes that includes an unofficial document with video links to each section of the meeting.
Next Steps At the March Executive Committee meeting, Staff would like the Committee’s input and final direction on how to best memorialize Board actions and discussion in the four different types of meetings (regular Board meetings, committee meetings, work sessions, and retreats).
Attachments Revised Minutes Option Table Example of Board Meeting Summary with Video Links Dec. 8, 2016 Audit and Finance Committee Transcript Sample Meeting Minutes from Other Jurisdictions
Submitted by Nate Van Duzer for the March 2, 2017 Executive Committee Page 1 of 1
Board Meeting Minutes Briefing Paper
Problem Statement
For historical reference and public accountability, Directors have asked for a high level of detail in meeting minutes. The current level of detail provided exceeds what is called for in Policy No. 1440, Minutes. The question of what form minutes take, at what cost and for what purpose has been discussed by some board members.
Background
RCW 42.32.030 states, “The minutes of all regular and special meetings except executive sessions of such boards, commissions, agencies or authorities shall be promptly recorded and such records shall be open to public inspection.” The RCW does not give instruction about the content of minutes. According to Robert’s Rules of Order, minutes are to be a record of actions taken at the meeting, not a record of what was said. Board Policy No. 1440, Minutes, calls for minutes to include a “summary of the items discussed during the meeting by Directors and Staff and the results of any voting that may have occurred…”
For regular meetings of the Board, a video record exists and is available online, allowing members of the public to access and hear individual sections of discussion. Currently, there are no video or audio recordings of committee meetings or Board work sessions.
The current practice for minutes, shaped by Director expectations, is to capture the essence of individual questions and statements from Directors and staff. An analysis of the meetings in September 2016 (not including the two work sessions on Sept. 28) found that 6 different minute-takers spent 72 hours completing minutes for 9 meetings. The meetings themselves lasted a cumulative total of 24 hours. On average, each meeting hour leads to an additional 2 ½ to 3 hours of time spent finishing the minutes.
This investment translates roughly into $2,000-$2,500 of staff time for the month spent on minutes, or $22,000-$27,500 over the course of the year. This figure does not include the time spent by executive staff reviewing the minutes prior to approval. Unfortunately, our web analytics program cannot determine how many members of the public review approved minutes, so we cannot measure benefits.
Following conversation at the Executive Committee, the Audit and Finance Committee conducted a pilot where the meeting was digitally recorded. From the recording, staff drafted the standard minutes and also ordered a professional transcript for comparison, at a cost of $3 per minute, totaling $219. The cost is slightly higher than the previous estimate due to the Director request for a company that advertises a domestic workforce. The transcript quality is high, but not perfect, with sections of overlapping or inaudible conversation not captured and misspelled school names (e.g. Rocks Hill versus Roxhill).
Options
The following table details the costs and benefits of continuing or changing the current practice regarding Board meeting minutes.
1 Board Meeting Minutes Options Analysis for Nov. 3, 2016 Executive Committee; submitted by N. Van Duzer; revised for January 4, 2017 Executive Committee. Option Description Estimated Cost Pros Cons A Continue with current practice and adjust Policy No. $22,000-$27,000 • Current staff that record minutes are now familiar with • This practice requires a significant investment of staff time 1440 to require detailed paraphrasing to align policy annually the role. and takes staff away from other essential job functions. with practice. • Learning how to take a detailed level of minutes takes time and training, so this approach would not be the most efficient whenever new staff enter the role of minutes-taker. B Purchase audio recording equipment for committees Less than $500 in • This would be a cost effective approach as it reduces • A detailed record of discussions for committees and work and work sessions and keep audio files available in one-time the total cost to the one-time purchase of any additional sessions would not be accessible remotely. the Board office. Reduce meeting minutes to a expenditure; audio equipment necessary (less than $500) and minimal record of actions and a high level summary of increase in staff staff time to save the files. discussion items, allowing those who desire more capacity for other • Staff have more time available for other essential job detail to reference audio or video recordings. duties functions. • The posted minutes would include a record of all actions taken and those who would like to hear the entire conversation would be able to do so by visiting the Board office. C Purchase audio recording equipment for committees $22,500-30,000 • Staff have more time available for other essential job • The cost of regular transcription services would require and work sessions AND post audio files to the Board annually; plus functions. additional resources. The piloted rate for audio transcription webpage. Due to the accessibility consent decree, one-time • This option allows those who would like to hear the rates was $3 per minute (using a company with a domestic the posting would necessitate a written transcription expenditure of entire conversation to be able to do so. workforce), which translates into $22,500-30,000 over the of the audio. Reduce meeting minutes to a record of less than $500 course of the year for committees and work sessions. actions and a high level summary of discussion items, • Audio transcriptions might not be able to accurately allowing those who desire more detail to reference identify all speakers. audio or video recordings. D Hire a part-time or contract staff position dedicated $13,000-$15,000 • By having a single person responsible for taking • The individual would likely not have familiarity with to taking minutes at all meetings and adjust Policy annually minutes, there may be some efficiencies gained by having educational concepts and jargon and may misunderstand No. 1440 to require detailed paraphrasing to align a highly trained stenographer. certain discussions. policy with practice. [Director • Other staff have more time available for other essential • It might be difficult to find one individual with the feedback in job functions. scheduling flexibility to attend all meetings of the Board. November • This option still requires significant resources. Assuming a indicated this well-trained stenographer would take only 1 hour of estimate may be additional time per hour of meeting (as opposed to the 2 ½ too low] to 3) to finish minutes, this would cost $13,000-$15,000 over the course of the year at the estimated rate of $25 per hour. E Continue with current staff responsible for minutes, $0; increase in • This approach requires the least amount of resources. • A detailed record of discussions at committees and work but reduce the content of minutes to a record of staff capacity for • Staff have more time available for other essential job sessions would not be available. actions and a high level summary of discussion items. other duties functions.
2 Board Meeting Minutes Options Analysis for Nov. 3, 2016 Executive Committee; submitted by N. Van Duzer; revised for January 4, 2017 Executive Committee. January 18, 2016 Regular School Board Meeting
Per Board Policy No. 1440, the minutes contain a record of actions and a summary of discussion items. To access detailed comments, please see the links to the video (with closed captioning available) of this meeting available here and noted below in each section:
Part 1: https://youtu.be/ZU6aPjD810o Part 2: https://youtu.be/-PMPKQzkJYg Part 3: https://youtu.be/l9pdh4-mdAM
Minutes Regular Legislative Session January 18, 2016, 4:15 p.m.
Board of Directors 2445 – 3rd Avenue South Seattle, Washington 98134 206-252-0040 www.seattleschools.org
I. Call to Order
1. This meeting was called to order at 4:15pm. 2. All Directors were present 3. Pledge of Allegiance 4. Recognition o Citizen Service Award - Kenny Alhadeff 1. https://youtu.be/ZU6aPjD810o?t=147 (P1: 2:27-10:13)
II. Student Presentations
• Pathfinder K-8 Choir o https://youtu.be/ZU6aPjD810o?t=640 (P1: 10:33-20:35)
III. Superintendents Comments - https://youtu.be/-PMPKQzkJYg?t=11 (P2: 0:19-59:23)
• Financial Reports Annual Report - JoLynn Berge
o https://youtu.be/-PMPKQzkJYg?t=30 (P2: 0:30-3:52) • Program Evaluation & Assessment Annual Report – Kyle Kinoshita & Eric Anderson
o https://youtu.be/-PMPKQzkJYg?t=264 (P2: 4:24-32:32)
1 • Equitable Access to Programs and Services Annual Report - Sherri Kokx
o https://youtu.be/-PMPKQzkJYg?t=1959 (P2: 32:39-38:50)
IV. Student Comments - https://youtu.be/-PMPKQzkJYg?t=3564 (P2: 59:24-1:01:55)
V. Business Action Items - https://youtu.be/-PMPKQzkJYg?t=3716 (P2: 1:01:56-1:02:39)
A. Consent Agenda
1. Minutes of the Work Session on November 16, the Work Session on November 22, and the Regular Board meeting on January 04. 2. Warrants
December 2016 Warrants
General Fund *Payroll $ 1,251,424.05 Vendor $ 78,167.40 Capital Project Fund Vendor $28,033,196.22 Vendor $15,222,828.17 Associated Student Body Vendor $ 29,600.58 Vendor $ 253,610.02 Grand Total $44,868,826.47
*Note – Payroll total reflects warrants issued to employees. It does not however, reflect cash transfer amounts in payment of employee's Direct Deposit payroll.
3. Exercising Option to Extend the Contract for Middle School and High School Yearbooks with Herff Jones for an Additional Year - (C&I, Dec. 12, for approval) Approval of this item would authorize the Superintendent to approve an extension of the contract with Herff Jones in the amount not to exceed $400,000 for the management and classroom support in preparation and printing of middle school and high school yearbooks. 4. Motion to Accept Funds for Head Start Duration - (A&F, Dec. 8 for approval) Approval of this item would accept a grant in the amount of $322,808 from DHHS/Federal Government to extend two Head Start classes from its current 476 hours to 1020 contact hours annually, beginning September 2017. 5. Approval of Inter-local Agreement with State of Washington, Department of Enterprise Services, for the Design and Construction of 4 Classrooms Using Cross Laminated Timber at Maple Elementary School - (Ops, Dec. 15, for approval) Approval of this item would authorize the Superintendent to execute an Inter-local Agreement with State of Washington, Department of Enterprise Services in the form of the draft agreement attached. 6. BEX III, BEX IV and Distressed School Grant: Board Acceptance of the Building Commissioning Report for Cedar Park Elementary School Renovation Project - (Ops,
2 Oct. 20, for consideration) Approval of this item would accept the Final Building Commissioning Report for the Cedar Park Elementary School Renovation project. 7. BEX III, BEX IV and Distressed School Grant: Final Acceptance of the Public Works Contract P5042 with Bayley Construction, Inc., for the Cedar Park Elementary School Renovation Project - (Ops, Dec. 15, for consideration) Approval of this item would accept the work performed under BEX III, BEX IV and Distressed School Grant funded Public Works Contract P5042, with Bayley Construction, Inc., for the Cedar Park Elementary School Renovation project, as final. 8. BTA III: Final Acceptance of Contract K5060, Bayley Construction, Inc., for the North Queen Anne School Modernization project - (Ops, Dec. 15, for approval) Approval of this item would accept the work performed under BTA III Public Works Contract K5060, with Bayley Construction, Inc., for the North Queen Anne School Modernization project as final.
Director Harris moved to approve the consent agenda. Director Pinkham seconded. The consent agenda passed unanimously.
B. Items Removed from the Consent Agenda
VI. Public Testimony - https://youtu.be/-PMPKQzkJYg?t=3767 (P2: 1:02:53-1:43:35)
1. Callum Prinster West Seattle High School 2. Frank Swart BEX IV, Loyal Heights 3. Chris Jackins Transportation Services; Magnolia Budget Increase; BEX IV, Loyal Heights & Amendment 1; Student Assignment Plan 4. James Bristow BEX IV, Loyal Heights 5. Mike Jancola BEX IV, Loyal Heights 6. Darrel Toland BEX IV, Loyal Heights 7. James Wurzer BEX IV, Loyal Heights 8. Marianne Firpo BEX IV, Loyal Heights 9. Angela Herndon Transportation Service Standards 10. Rickie Malone Head Start Grant - Adding Two Additional Classrooms 11. Wayne Floyd BEX IV, Loyal Heights Amendment 1 12. Maggie Campbell Child Care at Loyal Heights 13. Kurt Spann Allowing the Javelin to be Contested in Metro League Track Meets 14. Mary Bannister Necessity of the K-5 Literacy Adoption 15. Andrea Bernarding BEX IV, Loyal Heights 16. Teri Yoder BEX IV, Loyal Heights 17. Lyon Terry K-5 Literacy Adoption
VII. Board Comments - https://youtu.be/-PMPKQzkJYg?t=6231 (P2: 1:43:51-2:24:29)
Director Geary - https://youtu.be/-PMPKQzkJYg?t=6240 (P2: 1:44:00-1:52:43)
3 Director Pinkham - https://youtu.be/-PMPKQzkJYg?t=6783 (P2: 1:53:03-1:57:36)
Director Burke - https://youtu.be/-PMPKQzkJYg?t=7062 (P2: 1:57:43-2:03:02)
Director Patu - https://youtu.be/-PMPKQzkJYg?t=7383 (P2: 2:03:02-2:05:16)
Director Blanford - https://youtu.be/-PMPKQzkJYg?t=7522 (P2: 2:05:24-2:09:57)
Director Harris - https://youtu.be/-PMPKQzkJYg?t=7801 (P2: 2:10:01-2:17:18)
Director Peters - https://youtu.be/-PMPKQzkJYg?t=8241 (P2: 2:17:21-2:24:29)
This meeting recessed at 6:59 pm and reconvened at 7:16 pm.
• Annual Disclosure of Financial/Conflict of Interest for the Board and Executive Administrators. o https://youtu.be/l9pdh4-mdAM?t=24 (P3: 0:24-0:32)
VIII. Business Action Items (Continued)
C. Action Items - https://youtu.be/l9pdh4-mdAM?t=35 (P3: 0:37-2:18:53)
1. Annual Approval of Schools per WAC 180-16-220 - (C&I, Nov. 14 & Dec. 12, for consideration) Approval of this item would approve each school within the District as having a school improvement plan that is data driven, promotes a positive impact on school learning, and includes a continuous improvement process, pursuant to WAC 180-16-220.
• https://youtu.be/l9pdh4-mdAM?t=153 (P3: 2:33-24:54)
Director Harris moved to approve this item. Director Pinkham seconded. Director Burke noted the Curriculum & Instruction Policy (C&I) Committee recommendation.
Staff noted that there were no changes since introduction. Directors and staff discussed how the improvement plans are reviewed and refined over time and how they can be a tool for the District. Director Harris noted why she will not vote for this item.
This motion passed by a 6-1-0 vote (Directors Blanford, Burke, Geary, Patu, Pinkham, and Peters voted yes; Director Harris voted no).
2. Approval of Transportation Services Standards for 2017-18 - (Ops, Dec. 15, for consideration) Approval of this item would approve the recommended Transportation Service Standards based on a 3 Tier delivery system for the 2017-18 school year.
• https://youtu.be/l9pdh4-mdAM?t=1502 (P3: 25:06-55:37)
Director Harris moved to approve this item. Director Pinkham seconded. Director Blanford noted the Operations Committee recommendation.
4 Pegi McEvoy noted the changes made between introduction and action. Kathy Katterhagen discussed the changes that were made and the reasoning for these changes. Directors and staff discussed the financial lift required for a two-tier transportation system. Ms. McEvoy discussed the plan for moving to a two-tier system if the finances became available.
This motion passed by a 5-2-0 vote (Directors Blanford, Burke, Geary, Harris, and Pinkham voted yes. Directors Patu and Peters voted no).
3. Approval of the 2016-2019 Agreement for the Joint Use of Facilities with the City of Seattle, Parks and Recreation Division - (Ops, Dec. 15, for approval) Approval of this item would authorize the Superintendent to execute the agreement for joint use of facilities with the City of Seattle, Parks and Recreation Department.
• https://youtu.be/l9pdh4-mdAM?t=3338 (55:38-1:01:46)
Director Harris moved to approve this item. Director Pinkham seconded. Director Blanford noted the Operations Committee recommendation
Brice Skowyra noted the changes within the Joint Use Agreement (JUA) from the previous year to this year. Directors and staff discussed the accounting and payment process involved in this JUA.
This motion passed unanimously.
4. BEX IV: Approval of the General Contractor Construction Manager Services (GC/CM) Negotiated Total Contract Cost for the Loyal Heights Elementary School Modernization and Addition project - (Ops, Dec. 15, for consideration) Approval of this item would authorize the Superintendent to execute Amendment No. 1 to the General Contractor/Construction Manager (GC/CM) contract P5069 on the Loyal Heights Elementary School Modernization project.
1. Alternative to the Approval of the General Contractor Construction Manager Services (GC/CM) Negotiated Total Contract Cost for the Loyal Heights Elementary School Modernization and Addition project - Approval of this item would substitute language to follow Scenario 1, as provided by staff's Board Action Report, to preserve more outdoor playground space, and to implement a 3-up instead of 4-up model. (Director Pinkham)
• https://youtu.be/l9pdh4-mdAM?t=3710 (P3:1:01:52-2:09:13)
Director Blanford noted the Operations Committee recommendation.
Director Peters noted that there will be discussion on three different motion options. Richard Best provided an overview of the project and noted the motion options and the staff recommendations. He further discussed the financial implications to the options presented by staff. Director Pinkham discussed his motion and intent for bringing it forward. Directors and staff discussed the three options, building space, long-term capacity concerns, and feedback from the community. Directors discussed the fiscal impact on each
5 of the scenarios. Directors noted their positions on each scenario and the difficulty in making these decisions. Directors noted the unpredictability of student enrollment and the need to focus on the potential long-term impacts and financial implications.
Director Blanford moved approval of option 2. Director Burke seconded.
This motion did not pass by a 1-6-0 vote (Director Blanford voted yes. Directors Burke, Geary, Harris, Patu, Pinkham and Peters voted no).
Director Pinkham motioned to approve option 3. Director Burke seconded.
This motion did not pass by a 1-6-0 vote (Director Pinkham voted yes. Directors Blanford, Burke, Geary, Harris, Patu, and Peters voted no).
Director Patu motioned to approve option 1. Director Geary seconded.
This motion passed by a 6-1-0 vote (Directors Blanford, Burke, Geary, Harris, Patu, and Peters voted yes. Director Pinkham voted no).
5. BTA IV: Magnolia Elementary School Renovation and Addition: Approval of Budget Increase - (Ops, Dec. 15, for approval) Approval of this item would approve a one-time fund transfer from the BTA IV Program Contingency to Magnolia Elementary School Renovation and Addition in the amount of $5,879,544.
• https://youtu.be/l9pdh4-mdAM?t=7771 (P3: 2:09:31-2:18:53)
Director Harris moved to approve this item. Director Pinkham seconded. Director Blanford noted the Operations Committee recommendation.
Richard Best noted the changes between introduction and action. Directors and staff discussed the parameters to purchasing curriculum supplies through BTA contingency funding. Directors and staff discussed the contingency fund for BTA builds, how much remains for future projects and what type of items can be purchased with these resources.
This motion passed 5-2-0. (Directors Blanford, Geary, Harris, Patu, and Peters voted yes. Directors Burke and Pinkham voted no).
D. Introduction Items - https://youtu.be/l9pdh4-mdAM?t=8334 (P3: 2:18:54-2:43:38)
1. K-5 English Language Arts Adoption - (C&I, Jan. 09, for consideration) Approval of this item would adopt and purchase the Center for the Collaborative Classroom for instructional materials for all K-5 Seattle Public Schools' classrooms in the amount of $5,6000,000, either in FY2017 and FY2018 budgets, or phased in purchase and implementation within the funding limitations according to a restoration plan developed for the 2017-18 budget that identifies when expenditures for this adoption can proceed in the 2016-17 and 2017-18 school years.
• https://youtu.be/l9pdh4-mdAM?t=8346 (P3: 2:19:07-2:41:09)
6 Director Burke noted the C&I Committee recommendation.
Director Blanford left at 9:36pm.
Kathleen Vasquez provided an overview of this item noting that there are two motion options being presented to the Board, which are dependent upon funding availability. She noted the length of time since the last adoption of materials, changing state standards, the use of supplemental materials and equity considerations for that use. She noted the adoption committee and the recommendations they provided on materials and how purchasing materials can an opportunity gap closing measure. Directors and staff discussed the bid process, the costs for material, and the possibility of rolling out the curriculum in stages given the current fiscal climate.
2. Kids in the Middle Grant from the Nesholm Family Foundation - (A&F, Jan. 12, for approval) Approval of this item would authorize the Superintendent to accept the Kids In the Middle grant funds from the Nesholm Family Foundation, in the amount of $554,534.
• https://youtu.be/l9pdh4-mdAM?t=9669 (P3: 2:41:10-2:44:36)
Director Harris noted the Audit & Finance Committee recommendation.
Michael Stone provided an overview of this item noting that it is an annual grant from the Nesholm Family Foundation.
IX. Adjourn this meeting adjourned at 10:00 p.m.
7 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 1 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3
Director Peters: Let's call this meeting to order for
JoLynn Berge: JoLynn Berge, Assistant Superintendent for Business and Finance.
Nate Van Duzer: Nate Van Duzer, Director of Policy and Board Relations.
Linda Sebring: Linda Sebring, Budget Director.
Amy Fleming: Amy Fleming, Accounting Director.
Michael Stone: Michael Stone, Director of Grants.
Clover Codd: Clover Codd, Assistant Superintendent of HR.
Director Peters: Okay, great, thanks! So we don't have a super long agenda tonight. We're going to try and go through it a little bit quicker so we can move on to the Work Session in a timely manner. Are there any changes to the agenda?
Director Harris: None from me!
JoLynn Berge: Staff has one. For your consideration, we'd like to move Special Attention Item Number 1, the 1718 Workplan up before the BAR. So right after the approval of the November 10 Meeting Minutes, we'd like to move Special Attention Item Number 1 up, transfer it, it is in our packages.
Director Peters: Okay, I don't see any problem with that. Also, since Gene isn't here to present his Smart Grants, then maybe you should, makes sense. Let's let Nate go first. So do I hear a motion to amend the Agenda as suggested?
Seattle Schools 12/28/16 Page 1 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 2 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Harris: I move that we approve the Amended Agenda.
Director Peters: And I second. All in favor.
Director Harris: Aye!
Director Peters: Aye, all right! The Agenda has been approved, amended, and we now move on to the Minutes. Are there any changes to the minutes.
Director Harris: I have no changes.
Director Peters: Nor do I. Do I have a motion to approve Minutes.
Director Harris: I move that we approve the Minutes.
Director Peters: I second. Great. Now we go on--
Director Harris: In favor.
Director Peters: All in favor?
Director Harris: Aye.
Director Peters: Aye. There we go, thank you. All right, so now Nate is going to join us and talk to us about the workplan. Nate!
Nate Van Duzer: Yes. Thank you. Nate Van Duzer. You have both heard this speech in the Executive Committee, but we have a different set of policies to look at in this Committee, so I am looking at the 2017 Committee Workplan for the A&F, not the Quarterly Audit Schedule. And I'm going to focus mainly on that top-line Board Policies and Procedures. And the purpose of the conversation today is to give you a chance to provide feedback for us to take. And we're going to bring the workplan back to the new A&F Committee next month for a more formal review. So going through these quickly. First, I'd probably highlight the biggest chunk of policies in here come in May, and there's
Seattle Schools 12/28/16 Page 2 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 3 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 a series of HR-related policies around Harassment, Intimidation and Bullying. We've got some policies that live in the Student Series, but are really about adults. And there's a number of different overlapping policies in that area. And so Clover has kind of a list of some of the things that she wants to disentangle there. And so that's several months of work, so you won't see that until later in the spring. But those are the-- I think the meatiest updates here. And the two in January, are two that Amy is working on. They're new Model Policies from WASDA that they recommend that we adopt.
Amy Fleming: They're from the Reauthorization of No Child Left Behind. So they're ESSA driven.
Nate Van Duzer: And then in February, there's the District Fundraising policy updates that I think has been discussed by the Committee or that you've gotten updates on. And there's also the Hiring of Retired School Employees policy update.
Director Harris: And the hiring of-- may I? I'm sorry.
Nate Van Duzer: Yeah, go ahead.
Director Harris: Do you want me to ask or wait?
Nate Van Duzer: No, please.
Director Harris: Okay, thank you, sorry. Hiring of Retired School Employees, is that by virtue of changes in the legislature?
Nate Van Duzer: I don't recall off the top of my head the impetus for that. I know there was a WASDA update, but I also think we were working on it before WASDA made an update.
Clover Codd: We were working on it before WASDA made an update. Our current policy says that retired employees can only be on a one-year contract, so every year we essentially have to renew them, it makes it hard for schools. WASDA came out with a new model policy. John Circly [ph?], in the Legal Department, did an analysis of what State Law says versus what the WASDA policy says versus what our policy says. And so we just want to make sure that it's aligned.
Seattle Schools 12/28/16 Page 3 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 4 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 JoLynn Berge: And there was a change because of the teacher shortage. So they opened up the retire/rehire a bit, so that there wasn't as many penalties, so that some of the teachers could come back a little earlier. That was my recollection. So there was--
Director Harris:
Director Peters: Had we seen the benefits of that already? Has that gone into--
Clover Codd: Not in payment or all of that.
Director Peters: No? Okay, because I saw some names on a Personnel Report that were people who had retired not too long ago, and I saw that they had been rehired, and- -
Clover Codd: We are to keep our teachers everywhere we can to help out with the
Director Peters: And I saw some good people, by the way, coming back from retirement, so I was quite pleased. Like to welcome Director Blanford, who's joining us at 4:30 in Room--
Director Harris: 67.
Director Blanford: My apologies for being late.
Director Peters: All right, so we're just looking at the Workplan.
Director Harris: Which we moved on the Agenda to before the Bar.
Director Blanford: Okay.
Seattle Schools 12/28/16 Page 4 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 5 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Nate Van Duzer: So looking at in April, we bring it-- this is another WASDA update. The Drug-Free Schools Community and Workplace. The update is around the workplace. So the old Model Policy had language where if you were taking medication for a medical reason, and it had a potential to affect your performance, you had to report it to your supervisor. And they've changed that policy to just say it's the employee's responsibility not to be taking medication that affects your performance at the workplace. And if you are-- I forget exactly what the language says there, but it's eliminating the reporting. It seems like an employee from the amendment, it's eliminating the disclosure, or portion you did disclose what medications you're taking.
Director Peters: Oh, okay.
Director Harris: And does that also knit in with ADA?
Nate Van Duzer: That, I don't know, I can't speak to, yeah.
Director Blanford: Well, how does marijuana fit in that?
Nate Van Duzer: I think marijuana would still be-- if you're taking it for medicinal purposes, there would still be something that could potentially impair your performance at work and so it would-- even under the new language that would not be something that would be--
Director Blanford: That'd be a new assumption.
Nate Van Duzer: Yeah, yeah. So I mentioned before the policies that kind of the group of Retaliation and Harassment policies in May. And then the last one in August is another WASDA update about Maintaining Staff/Student Boundaries. I believe WASDA looked at that again, and has it has some language, kind of exception language for when there's a preexisting relationship between a staff member and a student that's a family connection or an existing friendship. And so the current WASDA language, which I think we have is a bit of a black-and-white picture about when staff can interact with students, and so I think this provides a little more flexibility.
Director Peters: Director Harris?
Seattle Schools 12/28/16 Page 5 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 6 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Harris: Do we have a list currently of the old alphabetical policies that have yet to be renumbered and reinserted into our policy book?
Nate Van Duzer: Yes. So I should have started by saying where these policies come from. I started with three different sources. One is Parking Lots of Existing Committees. Two is WASDA Updates, and three is looking at our older policies and figuring out which ones can we refresh and update or repeal if they're just not relevant anymore.
Director Harris: Then my next question would be, so this is coming to us in May. Does it make sense to get kind of an early look at what the thought process is a couple of months beforehand? "These are things we're thinking about, we'd like your feedback now If you have language that is important to you, or you think would be of value or other districts' policies that you would like us to take a look at." Is there a process there so it doesn't all get crammed down at the end?
Nate Van Duzer: Yeah.
Director Harris: Kind of a heads-up?
Nate Van Duzer: Yeah, I think there definitely could be, especially for the bigger changes. I know some of those, I think, have labor implications, so the sequencing of that would need to be figured out.
Clover Codd: I would be happy to bring updates. I just didn't want-- because I want to meet the timeline, so I didn't want to give a timeline that was unreasonable. But to give updates on progress and if there's any new language that we're thinking about, I would be happy to bring them in a timely manner, even if it's each month, plus that holds me accountable for making sure there's forward progress. So I would be fine with that. I just didn't want them due officially earlier.
Director Harris: Right, and if it has labor implications, for instance, if you say that in March, that, "This has this potential, heads-up," folks can start their thinking process. And it would seem potentially to be more collaborative and more proactive.
Nate Van Duzer: Mm hm.
Seattle Schools 12/28/16 Page 6 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 7 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Clover Codd: Right.
Nate Van Duzer: So I'm new to kind of this way of mapping Workplans, but what I've put here is where I think the Final Action in Committee is the target for that, but that wouldn't preclude coming earlier with a preview, or, "This is where this is going."
Director Blanford: I have a question for you.
Nate Van Duzer: Mm hm.
Director Blanford: As I'm looking at this and I'm seeing holes, areas where we could fill in places, thinking about the reconstitution of this Committee, that I suspect will have happen by our next meeting. So wondering where we will be able to get input on-- from the new Committee members and have those pieces that they're interested in inform this entire process?
Nate Van Duzer: Yeah, good question. So the purpose of this discussion is to get input from the outgoing Committee, and then we're going to bring it back to the new Committee in January.
Director Blanford: Okay. And forgive me if you discussed that before I got here.
Nate Van Duzer: Yeah, that's all right, yeah.
Director Blanford: Okay.
Director Peters: JoLynn?
JoLynn Berge: We've been talking in Budget, so there's an item in June under Special Attention Reports, the Budget Book Presentation. I think what we've been trying to identify is a more efficient workflow. And so maybe what we would like to propose teeing up in June is a preliminary based on what we know at that point. But we wouldn't actually issue the Budget Book until after the Board adopts, likely in August, this coming year. Because we're kind of doing double duty, and our budget book's out of date. If there are any changes that get made between when we write it, and what the board might actually
Seattle Schools 12/28/16 Page 7 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 8 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 adopt. And so to be-- have a product that is more transparent and up to date, we would like propose moving that to an August, after Budget is finally approved kind of release. So we would have a preliminary worked up, but then we would be able to actually update it for any changes based on legislative or Board action for the budget.
Director Peters: That sounds like a reasonable timeline for that.
JoLynn Berge: So I'll work with Nate on updating that.
Director Peters: Any other questions about this item?
Director Harris: I would like to go back to the May policy work, and I suspect this is a question for Dr. Codd. Is this where some of the social media issues are going to land?
Clover Codd: Oh, you mean-- no. I need to talk to Noel and John. So you're talking about people using social media on their free time that might be considered harassing or bullying and that sort of thing. So that's not a part of these, but I won't be able to answer your question, but I'll bring it up with Noel and John to see where that plays in. I mean, there are First Amendment rights with respect to people's own personal social media. And there is obviously professional conduct and professionalism, and there are other ways to approach that.
Director Harris: No, this is a real hairball. That's why I'm asking.
Clover Codd: Yeah, let me just make a note of it and make sure that I bring it up to them with respect to this. I don't know that it will fall under here, but I know what you're asking.
Director Harris: Thank you.
Director Peters: And I just had a couple observations. There's two topics I see that are likely to generate quite a bit of interest. One of them is the Potential Risks on April 18th. And that's if needed. And then also the Alliance for Education and MOU. So for the Alliance for Education, is that related to like the fiscal role that they play? What is that related to? Or is that--
Seattle Schools 12/28/16 Page 8 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 9 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 JoLynn Berge: It's not. Because we've separated from them, where we're not paying them to do any fiscal type of work in that way. So I think this is more of, just like it says, "A Strategic Planning." It's more of an agreement that says, "We're going to work together to try to partner, to find resources for K-12," is how I currently understand it.
Director Peters: So it's new.
JoLynn Berge: I think that there has been an MOU in the past, I'm not sure that there's one in place right now.
Director Peters: But it did not get renewed. This is about a year or so-- it's like t-- or was it--
JoLynn Berge: Right.
Director Peters: So is this a whole new--
JoLynn Berge: I think this may be--
Director Peters: Or the document is?
Director Harris: Like a C--
JoLynn Berge: Something that, yeah, this would be a new one. I'm not sure where we're at? I need to check in with Dr. Nyland [ph?] about where he's at with this. I'm not sure that we're at a place that we want to reconsider an MOU or not with the Alliance. I just don't know.
Director Peters: Okay, and yet here it is.
JoLynn Berge: Yet here-- well, I assume it's a holdover.
Nate Van Duzer: Yeah, I think-- so in my work, I was focusing on the top line, and I think I asked Leah for the template. And my guess is she took mostly what was from last year.
Seattle Schools 12/28/16 Page 9 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 10 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Peters: So this is from a previous-- okay.
JoLynn Berge: It was from last--
Nate Van Duzer: But that's a good one to flag.
JoLynn Berge: Last year.
Nate Van Duzer: Because we don't want it on there if it's not coming.
Director Peters: That's what I wondering. Okay. And then--
Director Blanford: Or could it have been a placeholder to say--
Director Harris: Let's revend [ph?] it?
Director Blanford: Let's look at it in a year.
JoLynn Berge: I'll have to check in to figure out what people think.
Director Blanford: I think there was some conversation about do we revisit the relationship in a year.
JoLynn Berge: Okay, we can look back in prior Minutes to see if we can find that out. Backtrack.
Director Peters: And again, on the Potential Risks, under April 18th, is that future or past?
Clover Codd: So we typically have something in April, because for the Collective Bargaining Agreement, any classified risks for SEA, people need to be notified by April 30th, unless we mutually agree to a different perhaps later date because of extenuating circumstances like the Budget. We haven't agreed on a new date yet, so we still-- so if we come back with a new later date, we want to put it in in probably May, but sometime in
Seattle Schools 12/28/16 Page 10 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 11 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 April and/or May, we still are going to need to come to the Audit and Finance Committee with the potential risks.
Nate Van Duzer: And that's been a smaller list in the past. But it could be a much bigger list--
Clover Codd: Could be a bigger, yes.
Nate Van Duzer: -- this time. Requiring that we know about it in advance so that when it goes out to people, we've been briefed and we can respond to their concerns. Okay.
Director Harris: All right, I guess I'm a little uncomfortable with where the Alliance MOU is landing on the first meeting of a reconstituted Audit and Finance Meeting. And I wonder whether that makes more sense in February or March? In terms of teeing it up, in terms of teeing up the history.
JoLynn Berge: I think that's--
Nate Van Duzer: If it's supposed to be on there, yeah, we can look at that and see what the right time is.
Clover Codd: I think if you look at old A&F Workplans, it's just always been sitting right there. So I think that, I don't know that there was intentionality.
Director Harris: Not suggesting that, I just think that context probably would be very helpful there.
Director Peters: All right, well, unless there's any other questions or comments, let's move on. Thank you very much, Nate.
Nate Van Duzer: Thank you!
Director Peters: All right. So the next item is now we're going to look at the BAR. And that's the Head Start Relation.
Seattle Schools 12/28/16 Page 11 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 12 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 JoLynn Berge: Hi! Gene Gousie is home sick today.
Director Peters: Oh, I'm sorry.
Cashel Toner: And so I would have been here, but I was planning to do more listening than talking. But if you'll--
JoLynn Berge: Can you introduce yourself, please, into our new tape recorder.
Cashel Toner: Sure, I am Cashel Toner, the Interim Executive Director of Curriculum, Assessment and Instruction. And I supervise Gene Gousie, who is our Head Start Manager in Seattle Schools. Okay. So this is a BAR that would allow Seattle Public Schools to accept what the Federal government is calling Duration Funds. Took me a little while to understand what does that mean, duration. But it means length of school day. So right now Head Start in Seattle Public Schools is offered in a half-day program. And the Federal government has made a recommendation for all Head Start to shift toward full-day programming across the nation. And so in order to take a first step toward that, they've made some funds available for duration, to extend the school day. So as you know, because A&F has been sort of kept in the-- kept informed about that, and also Director Geary is the Board Liaison, so she's been involved in developing this Proposal. But we applied for four classrooms to be extended into full day programming for Head Start, and we've been awarded for two classrooms to be switched over to full day programming. I'm going to talk to you about sort of the rationale that was used, and the research that we used to come to deciding, or recommending where those classrooms might be located and the community engagement work that was done to make sure this was a good fit for the families that we serve. So on the second page of the Board Action Report, you'll see there that Community Engagement is described there. And it started in the spring last year, where we surveyed families, and we asked them the question, "If, when you were involved, your child in Head Start this past year, if there had been a full- day option available, would have enrolled in that full-day program?" And 90 percent of the families responded that they would have. So, that was encouraging! So that was one level-- that was one attempt at some family engagement. And then the next thing is that the Head Start model really promotes family engagement through the Policy Council. And so the Policy Council was involved in designing this Proposal for the classrooms to be extended into full-day. The next thing is to think about the Equity Analysis, because you know we have more than four classrooms right in Head Start. So then the questioning was, "Well, if we're awarded these funds, where might we place these classrooms? And how are we going to make a decision about that?" So at the back of your packet, you can see the map that shows pre-school programming across the City. And you can see there
Seattle Schools 12/28/16 Page 12 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 13 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 that there's a need in the North part of the City, and then you'll see that there's a pretty good concentration in the Southeast part of the City, but not so much in the Southwest part of the City. So given that information-- and then the other thing that we needed to do was sort of check reality and say wait, where is this even possible within Seattle Public Schools? And so when we put all of those things together, the recommendation would be because we only teach a morning session in a couple of classrooms, that means that the afternoon, that space is available in the afternoon without disrupting any capacity in the larger context of Seattle Public Schools. So in the Southwest part of the City, Rocks Hill has been recommended to have a full-day class of Head Start if we accept these funds. And then in the North at Olympic Hills has available space in the afternoon, so we could teach a full day there. So then that sort of met our criteria of looking at, you know, where is access across the City, and then where is it even possible with space? The Student Benefit. Let's just spend a minute there. If we move forward with this Proposal, that would mean that 40 families will get to have access to full-day of Head Start programming next year.
Director Peters: And the suggested locations are being embraced by the Building Leadership Teams?
Cashel Toner: Mm hm, mm hm, mm hm. I would like to spend a little bit of time on Number 12, which is Timeline for Implementation. We still have some decisions to make. We need to come up with a criteria around how will we sell it staff to participate in the full- day classrooms, you know, versus the other model? So we have to come up with a decision-making criteria for that. We also need to think about student selection and come up with some sort of mechanism for-- and a framework that's transparent that folks can understand, about selecting full-day.
Director Peters: And would that also include Special Ed kids?
Cashel Toner: Oh, yeah. So Head Start has a embedded criteria that they need to have a percentage of kids across all of their programming that are students with IEP. And that is ten percent. So it's built into their program.
Director Blanford: So when you were discussing the map in the back, you said something about the map indicating a need. And I'm not seeing how that's working.
Cashel Toner: So just if you'll look at the map, you'll see that there are fewer dots at the top of the map than there are at the bottom of the map.
Seattle Schools 12/28/16 Page 13 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 14 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Blanford: Oh, that's your
Cashel Toner:
Director Peters: So, Cashel, is the two-- I'm sorry.
Director Blanford: No, go ahead.
Director Peters: The two schools that have been identified as the likely locations, two questions. Do they currently have a Head Start programs there?
Cashel Toner: Yes, at Rocks Hill, mm hm, there are. So yes, there are two classrooms at Rocks Hill. One of them we move forward with this Proposal would be a full-day classroom, and then the other one would continue on with teaching two sessions.
Director Peters: Okay, and then does Olympic Hills have--
Cashel Toner: Olympic Hills. So currently at Cedar Park, I don't remember if bo-- I'll have to get back to you on that.
Director Peters: Okay. Oh,
Cashel Toner: Yeah, yeah, yeah.
Director Peters: Okay. And then what is-- okay, so this is preschool.
Cashel Toner: Let me write down your question. So is there--
Director Peters: Yeah, is there currently a Head Start there?
Cashel Toner: Or will there be at Cedar Park, yeah.
Seattle Schools 12/28/16 Page 14 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 15 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Peters: Okay. And then-- well, I had three questions. And my second question is when we change a half-day program to a full-day program, the advantage is that students get a longer time, but it also means we're serving fewer students. So can you give us the breakdown on what the net difference would be in how many students are served?
Cashel Toner: Except for this one, because we'll still be able to serve the same amount of kids, we'll just be extending their time in the actual classroom. So imagine this, we're taking a classroom that only teaches in the morning time, because we don't have funding to do the other half. We're accepting potentially these funds to let these same kids--
Director Peters: Oh, okay. And then in the other classroom at Rocks Hill is going to continue to be two sets of half-day.
Cashel Toner: Uh huh. So there are two classrooms. One will be a morning and afternoon session. If we use the second,
Director Peters: So 120 students--
Cashel Toner: -- into the afternoon.
Director Peters: -- can be served.
Cashel Toner: No, 40.
JoLynn Berge: Forty full-day. She's saying 120 students will get some Head Start.
Director Peters: So if you've got two classrooms, and one of them is going to be all day,
Clover Codd: Correct.
Director Peters: So 40 kids all day.
Seattle Schools 12/28/16 Page 15 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 16 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Cashel Toner: Yep.
Director Peters: And then the other classroom, it's a morning session 40 kids, and a different 40 kids in the afternoon session.
Cashel Toner: Twenty. A classroom only takes 20.
Director Peters: Only takes 20! Oh, okay, that's-- all right.
Director Blanford: That's where you get the 40.
Cashel Toner: Yeah.
Director Peters: Okay, got it, okay. All right. And so the first classroom has 20 kids we're going to have in there. All right, all right. So 60 total.
Cashel Toner: You got it.
Director Blanford: And so--
Director Peters: Oh, I was wanting my final question, and Leslie--
Director Blanford: And then I am going to--
Director Peters: I know it's the time. And what do you know about the free and reduced lunch percentages of those two schools, and would the preschools necessarily reflect the demographics of the schools with enrollment in it?
Cashel Toner: So for Head Start, remember there's an income qualifier. So all of the children that are in the Head Start classrooms are eligible potentially for free and reduced lunch services, because they're similar qualifiers. And then, you know, for Rocks Hill, the larger demographic of that is pretty high free and reduced lunch. For Cedar Park, I'm not sure we know yet, because of the moving and all of the different moving pieces, so I couldn't speak to that.
Seattle Schools 12/28/16 Page 16 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 17 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Peters: Mm hm, and Leslie has the floor.
Director Harris: How do we determine who at Rocks Hill gets half-day and who gets full-day? Will that be by lotto or what?
Cashel Toner: I'm not sure we know the answer to that question yet. We have to come up with some sort of framework for families to let us know what they would want, and then to make-- have some sort of--
Director Harris: And does that go back through, then, the Race and Equity tool, and the Community Engagement tool?
Cashel Toner: I imagine it should. Yeah. And Number 12, those are what we've identified as our next steps.
Director Blanford: The Proposal that you developed for this, it says at the bottom of Section 6 was developed with Policy Council input. Are those-- do the individual Policy Councils roll up to an overall policy council?
Cashel Toner: Yeah. So it's like--
Director Blanford: And so it has representation from each of the sites?
Cashel Toner: Yep.
Director Blanford: Yeah, I didn't know that. I thought they were just--
Cashel Toner: Each one. Mm hm. It's here. Yeah.
Director Blanford: Okay, good, excellent.
Cashel Toner: Mm hm.
Director Peters: If there are no further questions, do I have a motion?
Seattle Schools 12/28/16 Page 17 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 18 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Harris: I move that we forward this to the Board with a recommendation to pass.
Director Blanford: Second.
Director Peters: Okay, all in favor.
All: Aye.
Director Peters: All right. Thank you!
Cashel Toner: Thank you!
Director Peters: Okay, the next item-- now we jump back to the Special Attention items. And to-- well, this is the Head Start Financial Report. I guess that's the ______floor back to you, didn't it?
Cashel Toner: Yep. Okay! Again, substituting for Gene. Here we go. So I'm just going to check my notes here. He lets me know that we're on track, as we would be expected for this time in the school year. Remember that the Head Start Budget is a little bit different budget cycle than the rest of Seattle Schools, so that their budget goes from October to October.
JoLynn Berge: Oh, it's on the Federal?
Cashel Toner: Yeah.
Director Harris: Do we anticipate any changes given the change in Federal Administrations?
Cashel Toner: I don't know. I don't know at this time. Yeah.
Director Blanford: You've got some really big variances it looks like on not very much money, but 2,995 percent on Equipment Repairs and Alterations. I'm just looking at some
Seattle Schools 12/28/16 Page 18 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 19 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 numbers here that are much, much bigger as far as variances are concerned that they normally are.
Cashel Toner: So what I'm going to do is just capture your questions, and then ask Gene to respond, if that's okay.
Director Blanford: Without a huge amount of time in the spurt, because these aren't large dollar amounts to start off with. But one of the things I always pay attention to is that how close we are to the Budget.
Cashel Toner: Sure.
Director Blanford: And so that number tells me that some of these are way out of whack. Some of them, you know, that's balanced by some that are--
Cashel Toner: Way under.
Director Blanford: Way under. But I don't want to put you on the spot. Gene's the--
Cashel Toner: That's okay. I wrote down your question, we'll get back to you.
Director Blanford: Okay, great.
Director Peters: Any other questions or comments? Great, thank you.
Cashel Toner: Okay, good.
Director Peters: All right, so next up, our Grants Update with Michael Stone. Hi, Michael.
Michael Stone: Hi, good evening, Michael Stone, Director of Grants. Fiscal Compliance. So from the last reporting in September, there's only a couple of significant changes. And they're actually the very last page under Foundation Corporate, and that is the addition of the Vulcan Grant and the Satterberg Grant. So 400,000/700,000 which the Vulcan one
Seattle Schools 12/28/16 Page 19 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 20 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 was approved last night, thank you very much. And that's really the major changes in where we're at, because everything comes in. There's some changes in PTSA grants that are a couple thousand here, a couple thousand there, where they're either adding for other stuff after they've had their auctions and stuff.
Director Blanford: Which one is the Vulcan Grant?
Michael Stone: The Vulcan was the-- going through the Seattle Foundation. It's going to be down-- it's lumped down here in Miscellaneous Other, the Foundation. That was where we saw the biggest increase, up to 900,000. So that's where it was at.
Director Peters: Is that the Paul Allen Foundation, etcetera, or is that--
Michael Stone: Yes.
Director Peters: That is, okay.
Michael Stone: Which they've now changed their name to Vulcan. So I need to work with Min [ph?], who I had put this report together, to change that.
Director Blanford: Oh, that's why I didn't see it.
Michael Stone: Yeah. That's where it's at. Yeah, it used to be the Paul Allen Foundation, Family Foundation, now it's the Vulcan Foundation. They changed their--
Director Peters: And Satterberg is in there as well?
Michael Stone: Satterberg's in there as well. We're still waiting for the check, but it's in there. It's been approved by you, so it's in there. And then if you-- there's some notes up on the side. Min broke down the FEL as to what the amounts are for you, too, up there in those little notes on the side. They're actually supposed to be hidden, so I thought I would clarify as to what they are.
Director Blanford: Okay.
Seattle Schools 12/28/16 Page 20 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 21 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Michael Stone: And there is an increase in Seattle pre-school, because of the addition of the classes from the last times. Those are the only changes.
Director Harris: On that note, have we received either the hold back/performance pay of the 25 percent?
Michael Stone: Yes.
Director Harris: All 25 percent?
Clover Codd: We're on action for milestones throughout the school year, so so far we've only had the opportunity to earn three of them as we move to the school year, there are
Michael Stone: But last year, we did meet all 25 percent.
Clover Codd: Yeah, so nine out of nine.
Michael Stone: Yeah.
Director Peters: So as we meet the milestone, the funds come in?
Clover Codd: Yep.
Director Peters: And is the 25 percent then broken out by each milestone?
Clover Codd: Mm hm.
Director Peters: Okay.
Clover Codd: And there's-- yeah.
Director Peters: When the funds come in, where do they go?
Seattle Schools 12/28/16 Page 21 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 22 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Michael Stone: Into a-- as they all do, they're in a reserve account. We're actually given all the funds upfront, or we budget them all upfront, and they sit in a reserve account, and when they're awarded, we move them over to the specific budget lines for either the buildings or the preschool. So in Ms. Toner's department, she has a budget line that is the 25 percent. And that money's loaded in there as it comes in.
Director Peters: So you're saying we're-- the District is given that money and it's--
Michael Stone: We put it in reserve.
Director Peters: Put it in reserve. Oh, that's interesting. Because we were told something-- we were told before that the District actually has to sort of front them money and then get reimbursed.
Michael Stone: Well, like we bu-- it's budgeted there and sitting there and as we're given the awards, we pull it over. So yes, it is budgeted upfront by the District, but it's not put into Ms. Toner's budget until we get notice from the City that she has-- that they have met the milestone. So we put a placeholder in there for the money. But the money's not moved over and allowed to be used until the milestone is met.
Director Peters: Okay. Well, the resources that are required to get to the milestone. How are those paid for?
Michael Stone: From out of the--
Cashel Toner: A grant.
Michael Stone: The Gates--
Director Peters: A grant, okay.
Michael Stone: Yeah.
Director Peters: Cool, okay. So the grant covers that. And then the 25 percent comes out of the reserve.
Seattle Schools 12/28/16 Page 22 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 23 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Cashel Toner: Slowly.
Michael Stone: Yes.
Director Peters: Okay.
Michael Stone: Okay. That's all I have.
Director Peters: All right, any other questions or comments? Oh, Director Harris, did you have something?
Director Harris: So we are looking then next year for PTSA at four-point, say, four million dollars?
Michael Stone: Depends on what goes on with John Stanford and McDonald, if they decide to move forward with that same model, and I need to have that discussion with the new principal to see if that's going to move forward. But that's where we're at right now. So, we can see that there is a need to tick up each year, a little larger this year. So we could be there or higher.
Director Blanford: I do have a quick question.
Michael Stone: Yes?
Director Blanford: The Minder Grant. I see it says Research Analyst in Collaboration with U-Dub.
Michael Stone: Yes!
Director Blanford: Is that a position that is our position?
Michael Stone: That is a position that is under research and evaluation, that is helping with the data on out of school time, and working with PASS hinder [ph?]. Eric is running,
Seattle Schools 12/28/16 Page 23 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 24 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Eric-- Dr. Anderson is running the data piece, and his-- the grant is paying for someone to help him analyze our data around out of school time and student suspensions.
Director Blanford: An external person? Or someone that we've hired?
Michael Stone: Internal hire. It's someone we've hired.
Director Blanford: And how does that-- is using a question that frequently comes up-- is that sustainable over time, or is that a time-limited position?
Michael Stone: That position has also been put into the John Hopkins work done to the grant that Mr. Ruiz [ph?] has. So I'm-- at this point--
Cashel Toner: The grant funded, it's time limited.
Cashel Toner: Grant funded, it's time limited.
Director Blanford: Okay. So we don't make any promises of sustainability on that. It is for this project, when the project ends, funding does. Okay, got it.
Director Harris: And would this be the sort of grant, JoLynn, that will have the costs of administration added to it?
JoLynn Berge: If it's not currently being charged, yes, these are the kind of things that we would look at.
Director Harris: And you have two variables on that, or two different--
JoLynn Berge: Yep, there's--
Michael Stone: We're a sub-recipient on this grant from the U-Dub. So it's a U-Dub grant and we're a sub-recipient from the U-Dub.
Seattle Schools 12/28/16 Page 24 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 25 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 JoLynn Berge: So first, we would always look to see whether or not indirects can be taken based on the grant agreement that we signed. Then we would look at right now we would be scoping out PTSA and not charging indirects on that. There's some discussion of, I know Dr. Nyland wants to reconsider if they give us like 250,000, should we charged some small indirect at that point from the PTSA or not? If they are currently being charged the lower rate, we would be moving them up to the higher rate, if allowed. And if there's no rate being charged, we would start implementing at the lower rate. Taking
Director Blanford: And so if all the funds are used currently for salaries, and we're going to start charging an indirect rate, what is the implication of that on a person who is currently hired?
JoLynn Berge: So we would have to look at their budget. Because if they were fully maxed out between salary and benefits, then we wouldn't be able to take the indirect rate. But like for the City, which is the biggest grant, and likely the biggest generator of new indirect costs, each program dollars would be slightly rolled back.
Director Peters: So Michael, I have a question about the Federal grant section and the Race to the Top money. Now I know Race to the Top is finished, that grant is finished, and its grant's out. So there's a number of initiatives here that are now not being funded. And so the total allocation is gone from 1.9 million dollars to 276,000 dollars. Are you following?
Michael Stone: Yes.
Director Peters: So, what is going to happen to those initiatives? And one example is the PSAT/SAT, which we discussed the other day about how we've been able to offer these tests at no cost to students during the school day. How we've been able to afford more kids that opportunity to be on the college track. And is this something where we can go to the City? Is this aligned with the City Summit talk about how they wanted to support the District with college and career issues? How are we going to fill these holes?
Michael Stone: I would need to check into that. There is new funding coming out under ESSA, that would cover some of this support. So it's something that we'll have to look at when they get the final guidelines out. Although we did learn next week, or last week at a conference, that that could change January 20th.
Seattle Schools 12/28/16 Page 25 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 26 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Harris: Hence, my question before.
Michael Stone: Yeah.
JoLynn Berge: Yeah, so we know that the PTSA/SAT was backfilled with goal money that you guys approved for this year, and that's how we paid for it this year. Moving forward, I think that Federal Title dollars are eligible.
Michael Stone: Title 4.
JoLynn Berge: So it would be something that we could talk to the City about, this would also be something that would likely be attractive to other types of alliance, types of donors or other partners. It's something very tangible, and we can say, "This is exactly what it buys," and it really fits in well with a lot of peoples' education strategy that they want to fund. So it's a, hopefully, a hot commodity for us.
Michael Stone: Yes. And bringing Title 4 back is opening up some new doorway-- to new doors that we can actually use Title 4 for IB, advanced placement. And that may help immensely with some of our programs. That they will no longer be un-funded. We would have a Federal funding source for them.
Director Harris: Wow. Help me understand what you mean by "advanced placement," please.
Michael Stone: So there is specifically written that there can be block grants that the District is eligible to apply for through Title 4, that are for IB and AP courses, covering testing fees and that. And expanding access to those courses.
Director Peters: Does any of that money go towards any new training for teachers to be qualified to teach like an AP class, or an IB class?
Michael Stone: I mean--
JoLynn Berge: It's possible.
Seattle Schools 12/28/16 Page 26 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 27 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Michael Stone: It's possible.
Director Peters: Or is it just the administrative fees associated with--
JoLynn Berge: We'll have--
Michael Stone: They're still writing the guidelines. So it'll be early spring before we start to see any of that and really know.
Director Peters: It's going to be interesting having some kind of standard in this district for what-- the instruction that goes with these classes. And so the classes are at the level they should be at.
Michael Stone: Right.
Director Harris: What are we doing to collaborate with the Superintendent Elect, a new SPI, because the way that I understand it, the ESSA information has been slowed down until a) more input is put in. And to where the new Superintendent will put their mark on it. Are we working with them as far as Title 4 and language we'd like to see for this sort of thing?
Michael Stone: I mean, they've got--
JoLynn Berge: You're on the stakeholder groups.
Michael Stone: Yeah, I was on the District and School Improvement Group, which identified how we are going to work with those schools who were still performing at the bottom five percent. The language just came out. They had 14 different stakeholder groups that brought this information together. They put it together. The reason it was on the timeline that it was was to make the April deadline to have it approved. If not, the next deadline is September, to have your State plan approved. So that's why it was under Director-- Superintendent Dorn's oversight. I'm sure that the new persons coming in, our new Superintendent will take a look at it and stuff, but I have a feeling it's still going to move on the same calendar as that, but they will allow more public testimony. 'Cause they really wanted to get it to the Department of Ed by January, just to meet the timeline.
Seattle Schools 12/28/16 Page 27 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 28 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 If you're in before that April date, or before the deadline when they take it, they'll look at it. But if you're in after that, they're not going to look at it till September.
Director Blanford: The increased flexibility around Title 4 that you were discussing earlier, prompted a question in my mind around do our schools apply individually, or is there some collection of potential activities?
Michael Stone: I believe it could be at the building level to the District level, to the community level. But it sounds like it-- the Block Grants are going to be at a District level.
Director Blanford: The Block Grants.
Michael Stone: Yeah.
Director Blanford: So the increased flexibility is around the Block Grants, which then allows the District to apply, gather a bunch of different activities, potential activities put them together as one cohesive, hopefully collaborative plan, right?
Michael Stone: Yeah. And they weren't-- last week at the conference I was at, they weren't able to give us a lot-- the guidelines around Title 4 are still being written. So literally as we were there, they were-- they go, "Our slides are already out of date. Here's the new stuff that just came down today." But they said this could change again in two months.
Director Blanford: Yeah, everything's at--
Director Harris: With our leadership change on the Superintendent, how much overlay or change or philosophical change, if any, would the new Superintendent Elect have?
Michael Stone: I think you can answer that.
JoLynn Berge: I think very little. I think it was really to give him-- I think it was because feedback from stakeholders were there wasn't enough time to comment. And they wanted a longer time. And they also wanted to just make the new Superintendent had the
Seattle Schools 12/28/16 Page 28 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 29 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 chance to weigh in the objects. Yeah. I don't know that he'll make any substantial changes that I've heard about.
Director Harris: Thank you.
Director Peters: All right.
Michael Stone: Thank you.
Director Peters: Thank you, Michael. So the next item is Internal Audit, and the update. And the next
Andrew Medina: I have it on the next Tuesday's agenda for Amendment to the Internal Audit Plan to change the Internal Audit Plan to add--
Director Peters: Why don't you come up to the table and introduce yourself since we're recording this one.
Andrew Medina: So, Andrew Medina, Director of Internal Audit. On Tuesday's Agenda for the Quarterly Audit and a Finance Meeting, there's going to be an Agenda item to amend the Internal Audit Plan to include an audit of employee leave time. So, and I think this Agenda item was a request from one of the Directors. So I'm not sure what additional information you wanted today. I know I was going to speak a little bit to it, about where it came from on Tuesday. But--
Director Peters: Anybody want a preview?
Andrew Medina: So there's just a request from management after looking at a comparison of Sub-Finder data. If you look at when teachers are absent, because they need a substitute. And compare that to ESS, Employee Self-Service, where they actually record their leave time. It looks like there are some variances that need to be investigated to make sure that everybody's properly recording their balances.
JoLynn Berge: Significant variances.
Seattle Schools 12/28/16 Page 29 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 30 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Andrew Medina: And then, in addition to that, we'll also be looking at whether or not there's not just the employees that require subs, but we'll be looking at other employee groups also to see if there's any transient staff that are going full years without recording any leave time, or if it looks like they're not reporting their leave as well.
Director Peters: So what brings a topic like this to our attention, or to your attention, or your attention?
Andrew Medina: This was-- actually, there was one school, in particular, over the summer, where it came forward. And I'm not sure exactly how it initiated. I think it was actually within the staff at the school. There was those variances at that school. The staff believed that the Timekeeper was doing this for them at the school. Turns out that was not happening. And based on that, it was a-- the question was raised, "Could this be happening in other Districts-- or other schools throughout the District?" And the preliminary lead data looks like, "Yes, it is. It could be widespread." And we need to--
Director Peters: And how was that one example brought to your attention?
Andrew Medina: To my attention was an email from Director Geary, I believe. Somebody had reached out to her. And then she forwarded it on to my office. And initially, HR and Business and Finance did a preliminary analysis, and when it was realized to be significant variances, they thought we should hand this over to Internal Audit.
JoLynn Berge: Yep. So my staff did some initial work on '14/'15. And based on that, I asked Andrew to ask for an Amendment to the Audit Plan.
Director Peters: Okay.
Director Harris: And when you start this audit, the accountability through lines here have always confused me. Is it the employee's responsibility? Is it the building's responsibility? Is it a department in this building's responsibility? Or if that's one of the things you're going to ferret out?
Andrew Medina: There is a payroll administrative procedure that indicates it is the employee's responsibility to ensure their time is properly recorded. Employees can easily argue that this procedure is not readily available, it's not easy to find. You have to know
Seattle Schools 12/28/16 Page 30 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 31 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 kind of where to go to look for it. And whether or not there has been enough guidance for employees. If you will go to the Timekeeper Training, we're not convinced there's a--
Director Harris: Robust?
Andrew Medina: Real good training on, you know, who should be doing what, and how that should all work. So that's going to be all part of the process.
JoLynn Berge: I think one of the things that we're-- Clover and I have had some discussion about this-- it's definitely the employee's responsibility to know whether or not leave has been appropriately recorded. Maybe there was some confusion. Somewhere we'll find that out. And it's the Principal's responsibility as the building leader to obviously be monitoring that. I think where we're not clear is where has that been assigned to the Timekeeper? Is that included in their job duties? Is that something that they're tracking? That seems to be maybe something more inconsistent between buildings and how it's happening. HR did send out a reminder email to all employees saying, "Sub-Finder does not record leave automatically for you. You have to ask for a sub, and then you have to go in and record your sick leave, or your absence that day as well. So please be reminded, employees, it is your responsibility to do this."
Clover Codd: And we sent instructions on how they should report time.
Director Blanford: And does that require when you're filling out a timesheet or whatever, indicating, putting your time in, whether it's sick time or whatever, do you have to sign?
Andrew Medina: No, it's automated.
Director Blanford: It's automated.
Clover Codd: They fill out an extra timesheet that is on a piece of paper, but when you enter time that you're out, that's through the ESS system. That's electronic.
JoLynn Berge: It's exception reporting.
Seattle Schools 12/28/16 Page 31 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 32 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Andrew Medina: Okay, you only have to go in if you have an exception. Unless you're an hourly.
Director Blanford: And the reason I asked that is because when I worked here, there was a pencil and paper-- or pen and paper, you had to sign affirmatively that the information on the timesheet was correct. And back then there were a lot of flaws with that. And people signed 20 of them for the entire year, and then just turn them in. And frequently that's where we got in trouble, 'cause then they'd take sick leave, and hadn't recorded it, and you know, it went away.
JoLynn Berge: Right, yep. So no matter the system, the tool has to be used appropriately and there has to be some analysis, and checking. And so that did not appear to be happening based on our analysis of '14/'15. And we've asked Andrew to take that work, which we broke down by school, and by employee, and do the same thing for '15/'16. And decide who are really outliers. And to try to figure out where we go from there.
Director Blanford: As you described the reporting of this, it seems like it's a system that worked well with the exception of we don't know how long this has been in place, but someone reported it, went to the next level, and eventually it got to you, right? We don't know-- should that have happened within a month, or did it take a year for that to happen? Or--
Andrew Medina: Well, the process of analyzing it happened right away. And just, you know, as it grew bigger it was kind of all--
Director Blanford: But the notification of it, did that happen right away?
Andrew Medina: I believe so, yes.
Director Blanford: It was into the system pretty quickly after someone raised their hand and said there may be impropriety taking place?
Andrew Medina: Yeah. HR had already started some work with that specific school.
Seattle Schools 12/28/16 Page 32 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 33 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 JoLynn Berge: In that specific school, people went back and re-recorded leave, but people, you know, we could have people who were-- we pay out for sick leave, they can buy back sick leave. So that's all part of it is are we paying for sick leave that we shouldn't have been paying for? When you terminate are we paying for sick leave that we shouldn't have been paying for. And so that was some of what-- for that one school, there was a lot of work at an individual employee level, where they basically had to self-- you know, we gave them initial results, I think, and then they self-reported.
Director Peters: Well thank you for that preview. I guess we can continue the conversation next week. And the three of us--
Director Blanford: Do they think that was a preview?
Director Peters: So the next item is the State Auditor's Office Audit.
JoLynn Berge: So the State Auditor's Office is going to begin their work. I would make a suggestion. Usually they want to-- they offer an Entrance Conference with the Board, or with Audit and Finance Committee. I have said that I would talk to you about that. If they're not doing anything in particularly different, I think that maybe we could bring the packet and say, "This is what they're looking at." Didn't know if you really wanted to have a formal Entrance Conference or not. It's not typical that a board would have an Entrance Conference with SAO [ph?], so just wanted to say that.
Director Blanford: I think we've-- had we not done that consistently in the past?
JoLynn Berge: You have for the last few years. Yes.
Director Blanford: Yeah. For one. And then two, I participated in something with some auditing office this week.
Director Harris: And I'm told I'm supposed to.
Director Blanford: Yeah, where they asked--
Seattle Schools 12/28/16 Page 33 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 34 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3
Director Harris: We've already been scheduled.
JoLynn Berge: Oh, yeah, the Risk Assessments, they do do risk assessments with the Board.
Director Harris: Right.
JoLynn Berge: But a formal Entrance Conference is something that is not required. It's optional, so wanted to ask how you felt about that.
Director Blanford: And Risk Assessment.
JoLynn Berge: I don't want to rotate if everyone-- if we-- if you're-- that's something you're not interested.
Director Blanford: And Risk Assessment is different than what you're talking about?
JoLynn Berge: Yep, yep. Risk Assessment is really from new auditing standards where they have to come out and they have to meet with senior management and with elected officials, and say, "Is there anything in particular?" It kind of helps guide their plan. If you have concerns, it's how they particularly reach out to you. There didn't used to be-- it was more informal, I think back when we did it. We would say, "Is there anything in particular that anybody has-- thinks we should look at?" But this is more of a formal sit-down and talk about it.
Director Blanford: Yeah.
JoLynn Berge: Yep.
Director Blanford: The thing that I did this week was not unofficial. It felt very official.
Seattle Schools 12/28/16 Page 34 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 35 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 JoLynn Berge: It is very official with you. So there-- if you want an Entrance Conference on top of that, you can have one. Staff thinks that's optional. I don't know if-- you need to decide whether or not that's how you would-- what you would like.
Director Peters: Okay, so each individual member of the Committee could decide whether or not they would like to--
JoLynn Berge: The Entrance Conference would be done usually at Audit and Finance, or at a Committee of the ______in some way. But typically, the Entrance Conference I think has been done with the Audit and Finance Committee, where the auditor's office would come in and formally say, "This is what we're going to do, and this is how many hours we're going to spend, then we're going to do a financial statement." I can probably tell you what they're going to do. I just don't know when they're
Director Harris: Isn't that what we typically have here?
Amy Fleming: We did in the past, it's been Anastasia.
Andrew Medina: Yeah, Anastasia.
Amy Fleming:
JoLynn Berge: But it's up to you guys.
Director Blanford: It's not every school district has that down to the Board Directors.
JoLynn Berge: No.
Director Peters: But we're special.
JoLynn Berge: You are special!
Seattle Schools 12/28/16 Page 35 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 36 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Peters: Well one of the three of us talk about whether or not we think that would be useful. And if it were to happen, when would it happen?
Director Blanford: Would--
Amy Fleming: I think it's this February. They're onsite now, but they're doing a planning with the holidays.
Director Peters: How about if we put this on the next Agenda item, the next Agenda as a call for-- or ask the next Committee if they feel that would be useful. And those of you who have, you know, longevity with them, speak to them at that time.
JoLynn Berge: Kind of useful.
Amy Fleming: Yes, exactly.
JoLynn Berge: But again, just trying to give options.
Director Blanford: I appreciate it.
Director Peters: And maximize people's time.
JoLynn Berge: Yep, because you guys are here a lot.
Director Blanford: Yep. Appreciate it.
Director Peters: Thank you! All right, anything else on that item? Okay, then we'll move on to the Monthly Financial Status. I think, well--
M5: Actually, apologize. I think I was-- there's supposed to be a quick report on the progress of resolving the audit timing, regarding clock hours. Is that correct?
Seattle Schools 12/28/16 Page 36 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 37 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 JoLynn Berge: Nope, that's next week.
M5: Next week.
JoLynn Berge: You're early.
Andrew Medina: Oh, no.
M5: Okay.
JoLynn Berge: I'm sorry.
M5: Oh, shanks. I thought there was a mix-up on dates. Okay! So next week.
Director Peters: Was that your input? So next week-- you mean next Tuesday?
JoLynn Berge: Next Tuesday, we have the Quarterly Audit Meeting where we all go over all the open items.
M5: Okay, great. Thanks.
JoLynn Berge: Sorry.
M5: I thought this was supposed to come up this week.
Clover Codd: Are we
JoLynn Berge: Yeah!
Director Harris: You're ahead of the curve!
Seattle Schools 12/28/16 Page 37 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 38 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 M5: And I had learned all about that. You know? A&F meeting, thank you.
Director Blanford: You got to see the excitement that we deal with.
M5: Yeah.
Director Peters: All right, so the next item is under our regular Agenda items, it's the Monthly Financial Status Update.
Amy Fleming: Hello. So there were two workups that were submitted to you.
JoLynn Berge: You have to introduce yourself.
Amy Fleming: Oh, I'm sorry. Amy Fleming, Director of Accounting. So two of our reports were submitted to you, the September Monthly Financial and the October Monthly Financial. Part of the reason why both months were presented at this time is because usually September and October we're madly trying to close the books, and do our year- end reporting. And so I didn't want to spend a lot of time on September, because it's the first month of operation. There was really nothing unusual to report. Again, because it's the first month of operation.
JoLynn Berge: It's hard to go long the first month.
Amy Fleming: It's really hard to go long the first month. October's financials, we are, again, it's the second month. We're looking good. We see a bump in revenues across all fronts, because it was the October property tax collections from King County, and so you use a large jump to obviously like the ending fund balance for those months, because it's generally a large tax collection that we received. So we anticipate the fund balance will now start kind of dwindle down over the next couple of months as we operate. So enrollment is coming in pretty much according to projection. A little bit higher, but in all things and all considerations it's pretty much at projection.
Director Peters: Can you point to that number in the most current document? That's October, 2016.
Seattle Schools 12/28/16 Page 38 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 39 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Amy Fleming: October, 2016, it's on Page 2. So the Adopted Budget for total enrollment was 52,578. And-- oh, excuse me, I apologize. Total enrollment was 53,241. And we're at 53,330. So we're about 89 FTE [ph?] above projection.
Director Peters: And is that broken down in the column above the 89?
Amy Fleming: Yes.
Director Peters: By grade?
Amy Fleming: By grade so you can see by grade, we don't have half-day kindergarten anymore, but because we have historical data, we'll probably present that here for the next couple of years just to present that historical data, but everybody else is full-day K, so.
Director Peters: Is there anything else that is noticeably different in the next October's report?
Amy Fleming: No, we, like I said, are right now the second month, we're trending as expected. So nothing unusual. I didn't see any unusual blips coming through. So.
Director Blanford:
Director Harris: But what-- oh, excuse me, go ahead, please.
Director Blanford: The Vocational Ed, looks like there's a variance there of 114. Do you have any information on that?
Amy Fleming: No, but I can do some research on that piece for you.
Director Blanford: Okay.
Director Harris: And my question would be what level of variance would be at normal to be pulled out and discussed like--
Seattle Schools 12/28/16 Page 39 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 40 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 JoLynn Berge: From my perspective, if we were trending 100 kids under projection in total, that would be-- I would be concerned. I would be like, "Whoo!"
Director Harris: Look, actually if you look at this, we're down seven, we're assuming summer school's gonna count as profit loss.
JoLynn Berge: Yeah. So you can see that if we go back to the Enrollment Page, we're down 75 from our projection. I mean, that's pretty good for K-8. We're down about 69 for high school. And then we think summer school, Running Start. Running Start, we're up. We're just carrying a lot of it. And so then, you know, once we total all of those things, we're about 89 above. So right now we're still tracking okay. If we saw that number be 100 below or something more than that, we would be like, "Ugh, we need to--"
Clover Codd: Running Start is revenue neutral; 69 down is revenue down.
JoLynn Berge: Yeah.
Amy Fleming: The other thing, though, we look at quite closely is obviously the revenues by the categories, and the expenditures by the categories just to see and trend and where those blips might be. And so if something is looking unusual, or something is looking quite high, then we're doing further research to figure out what's going on, so that we can tackle it and have conversations.
Director Harris: To follow up on a point that Director Blanford has made several times, and I agree with him, data is terrific, but it's the analysis of the data that we really need.
Amy Fleming: Mm hm.
Director Harris: So can you draw any conclusions that we should be aware of as Board Members. Say, for instance, Running Start. Are we meeting the needs in high schools? Or are the students feeling the need to go to Running Start? I mean, are there trends or flags that we should be paying attention to?
JoLynn Berge: We haven't heard that anecdotally yet.
Seattle Schools 12/28/16 Page 40 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 41 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Harris: Okay.
JoLynn Berge: I know that sometimes you guys may hear that.
Director Harris: That's why I ask it.
JoLynn Berge: Yeah, "I couldn't get a class." I have not heard that here, yet. We haven't--
Director Peters: I have. I've heard a little bit anecdotally.
JoLynn Berge: Okay. So we haven't delved down into what's driving that. Whether it's just a change of practice or a change in the cohort, or we're just not sure.
Director Blanford: Should we expect you to? It seems like that would be a--
JoLynn Berge: Should we expect us to? Well, it's kind of a shared-- it's kind of shared by enrollment planning. They care, and we are a lot because it really impacts our budget.
Director Blanford: Right.
JoLynn Berge: So if there are things where our projections are coming in over or under, that's something that we have conversations with Enrollment Planning about, because this is what drives the majority of our funding, and we need to be on in our projections.
Director Blanford: The reason I ask that question is as Director Harris was asking her question, I was thinking you guys give us the numbers, but the analysis piece of it may be driven by a different department than yours. And what I hear you saying is you would be asking the question of the other department, and then potentially coming back to us and giving us the analysis that comes with it. Okay.
Amy Fleming: Mm hm. Just like the question you just asked on the Vocational. I'll definitely have to go back to Enrollment Planning to ask them why there's a variance.
Seattle Schools 12/28/16 Page 41 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 42 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Blanford: Okay.
JoLynn Berge: And we have to look, we have to look at is there a particular school that's bigger in Running Start? Or it is across the board? Those kinds of things. Was there a new program that was started or things of that nature?
Director Harris: Or the Master Schedule is--
JoLynn Berge: Yeah, yeah, yeah.
Director Blanford: Yeah.
JoLynn Berge: Yeah, so that we can reach out and say, "Counselors, was there something different that you were either saying or advising or hearing?"
Director Blanford: And I'm not asking for this meeting to take twice as long as it does, but that level of analysis, I think, is the crucial element for us. It's nice to see the variances, and the dollar figure changes, but knowing the why behind the numbers is what's, to us, I think, most important for us as we're thinking about policy implications and things. So to the extent that analysis can be part of this presentation, I think that would be really helpful.
Amy Fleming: Okay.
JoLynn Berge: I think that that's really good feedback, because oftent-- I don't think either Amy or I want to continue to bore people with the details besides where you think we're on track, we don't have any issues that we need to surface. But if there's an area that you're particularly interested in or want details on, then that helps us be able to focus our efforts and be able to respond to those things once we run this initial data.
Director Blanford: And I don't want to beat a dead horse, but one of the things that-- I serve on the United Way board as well. And when we're looking at Financial Statements, we've evolved to this place where our financial people give us-- you know, they give us almost the exact same forms that you give us, but they have a column that just says: Notes. And if there's a variance then if it's of any significance, then there's something in
Seattle Schools 12/28/16 Page 42 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 43 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 that Notes section that tells us why there's a variance. And that's the analysis that I think is really helpful for us.
JoLynn Berge: Okay, good feedback!
Director Peters: I was just thinking along similar lines. What we're interested in seeing is aberrations, trends, and the narrative that goes with that. Just to put the fine point on the Running Start, I think why we're all looking at that is because the numbers jumped up by 164 students from 563 to 727, so there seems to be an increase in students choosing Running Start. And that could be a positive thing, or if means that the schools are not offering enough proper classes for whatever reason, it could be a negative indicator. Are there any other questions or comments about this?
Director Blanford: Thank you.
Director Peters: All right, thank you. So the next items is our Monthly Budget Update. Linda and Jo?
Linda Sebring: Well, you know, we've been meeting every week.
Director Peters: That's right!
Linda Sebring: So seriously, we're up to date! I feel like we're all--
Director Harris: Did anything happen in the last 24 hours?
Linda Sebring: No, not really!
Director Peters: Okay.
Director Blanford: And isn't that what we're going to talk about next? Isn't there--
Cashel Toner: And we have some more PTA meetings next week.
Seattle Schools 12/28/16 Page 43 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 44 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Director Blanford: Oh, okay.
Cashel Toner: So.
Director Peters: Okay.
Cashel Toner: Mike Ballard [ph?], and Mike Franklin [ph?], I believe.
JoLynn Berge: Mm hm, yep. We have actually four or five more PTA meetings coming in. We've been accepting those invitations so that Linda or I can get out and get that information out, and talk to families about, you know, it's really about State funding, and known this has been coming for a long time. So making sure that there's that understanding and that they're not surprised. And try to prevent it as much as possible. So, let's get out and-- to the schools. But no other update at this point.
Director Peters: All right, well, that leaves the Committee and the Workplan. And we sort of-- didn't we go over that with Nate?
JoLynn Berge: We're good. I have nothing to add.
Director Peters: All right. So does anybody else have anything they want to add to the meeting? Questions, comments?
Director Harris: When you all are talking to the community groups about the budget, aren't you explaining that we, as a District, can't just say, "No." Which is kind of the popular pushback right now. Where, "Do you mean I have to ask for my bail?"
JoLynn Berge: Nope.
Director Harris: But there is this mentality out there that, "We don't have to do this," which bothers me greatly, obviously. And that, "The Supreme Court will come to our rescue," and literally my question back is, "How's that working for you so far?"
Cashel Toner: We're going to work on understanding. That's our goal to go out there, is to help with the understanding. I know JoLynn's busy in all kinds of meetings. So I pay
Seattle Schools 12/28/16 Page 44 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 45 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 attention to the communications out there. The things chattering around. What people are saying, what I'm hearing on the street, and yes, we're hearing the same thing. So, "We don't understand it. We don't believe it. We don't--," yeah, and it's the understanding and the belief. So those are the things we're trying to help people understand, and you know, why we have to make the decisions we have to make, and on the timeline we have to make it. We'll see how-- we'll give a report back after we have the first couple meetings and see how it all goes.
Director Harris: Thank you.
Director Peters: All right.
Director Blanford: Sounds like the SEVEN STAGES.
Director Harris: Great analogy.
Cashel Toner: Great analogy for that.
Director Harris: That is a great analogy!
Cashel Toner: That's exactly what we're seeing.
Director Blanford: Denial, anger.
JoLynn Berge: Bargaining.
Director Peters: Chocolate.
Cashel Toner: And her, too.
Director Peters: Okay, well, if there aren't any further comments or questions about this portion of our meeting, I'm going to call this portion of our meeting-- not adjourned, because it flows right into the next one, but we can take a break before we begin the next one to see if Director Pinkham [ph?] is going to join us. Because I have now heard that
Seattle Schools 12/28/16 Page 45 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 Ref#: SEASJB-01 Seattle Schools / Dec 8 A&F meeting page 46 of 46 Director Peters; Director Harris; JoLynn Berge; Nate Van Duzer; Cashel Toner Eugene Gousie; Michael Stone; Andrew Medina; Amy Fleming; Director Blanford December_8_2016_A_F_Audio.MP3 Directors Burke and Patu are not able to join us tonight. We have Director Geary here, so we do have our quorum. So I'm just going to find out if Director Pinkham is on his way. But we might be able to start this meeting earlier than expected.
Director Geary:
Director Peters: So yeah, so Jill, if you want to join us at the table. If anybody wants to take any kind of break, and I'm going to go check in with Teresa, and I'll be right back.
Director Geary: Teresa? Where's Teresa.
Director Peters: Is she not-- is she--
JoLynn Berge: So we're pausing at 5:45?
Director Peters: Yes.
JoLynn Berge: And we'll be resuming--?
Director Peters: And we'll be resuming at-- you're good-- 5:50.
#### End of December_8_2016_A_F_Audio.MP3 ####
Seattle Schools 12/28/16 Page 46 of 46 RF# SEASJB-01 www.ProductionTranscripts.com – 888-349-3022 SEATTLE CITY COUNCIL
600 Fourth Ave. 2nd Floor Seattle, WA 98104
Journal of the Proceedings of the Seattle City Council
Monday, October 17, 2016 2:00 PM
Council Chamber, City Hall 600 Fourth Avenue Seattle, WA 98104 Full Council
Bruce Harrell, Council President Sally Bagshaw Tim Burgess M. Lorena González Lisa Herbold Rob Johnson Debora Juarez Mike O'Brien Kshama Sawant
Chair Info: 206-684-8804; [email protected]
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 1 of 91 Full Council Meeting Minutes October 17, 2016
A. CALL TO ORDER
The City Council of The City of Seattle met in the Council Chamber in City Hall in Seattle, Washington, on October 17, 2016 pursuant to the provisions of the City Charter. The meeting was called to order at 2:05 p.m., with Council President Harrell presiding. B. ROLL CALL
Present: 9 - Bagshaw, Burgess, González , Harrell, Herbold, Johnson, Juarez, O'Brien, Sawant C. ADOPTION OF INTRODUCTION AND REFERRAL CALENDAR
IRC 83 October 17, 2016
Motion was made, duly seconded and carried, to adopt the proposed Introduction and Referral Calendar (IRC) by the following vote: In Favor: 9 - Bagshaw, Burgess, González , Harrell, Herbold, Johnson, Juarez, O'Brien, Sawant Opposed: None
By unanimous consent, order of Business items D. - F. were held until after consideration of G. Public Comment.
Page 1 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 2 of 91 Full Council Meeting Minutes October 17, 2016
G. PUBLIC COMMENT
Jean Godden addressed the Council regarding Agenda item 3, Resolution 31716.
Alex Tsimmerman addressed the Council regarding a non-Agenda item.
Natalia Koss Vallejo addressed the Council regarding Agenda item 4, Council Bill 118817.
Sasha Somer addressed the Council regarding Agenda item 4, Council Bill 118817.
Dennis Saxman addressed the Council regarding Agenda item 4, Council Bill 118817.
Tyron Moore addressed the Council regarding Agenda item 4, Council Bill 118817.
Kailyn Nicholson addressed the Council regarding Agenda item 4, Council Bill 118817.
Elliot Jensen addressed the Council regarding Agenda item 4, Council Bill 118817.
Michelle Dillon addressed the Council regarding Agenda item 4, Council Bill 118817.
Corey Snelson addressed the Council regarding Agenda item 4, Council Bill 118817.
Margaret Diddans addressed the Council regarding Agenda item 4, Council Bill 118817.
Xochiti Maykovich addressed the Council regarding Agenda item 4, Council Bill 118817.
Charon Stewart Silvano addressed the Council regarding Agenda item 4, Council Bill 118817.
Freeman Ryan addressed the Council regarding Agenda item 4, Council Bill 118817.
Katie Wilson addressed the Council regarding Agenda item 4, Council Bill 118817.
Page 2 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 3 of 91 Full Council Meeting Minutes October 17, 2016
Steve Williamson addressed the Council regarding Agenda item 4, Council Bill 118817.
Renee McCoy addressed the Council regarding Agenda item 4, Council Bill 118817.
Brian Watson addressed the Council regarding Agenda item 4, Council Bill 118817.
By unanimous consent, the Council Rules were suspended to extend the Public Comment period for an additional 20 minutes.
Sam Sumpter addressed the Council regarding Agenda item 4, Council Bill 118817.
Debbie Carlsen addressed the Council regarding Agenda item 4, Council Bill 118817.
Mary Le Nguyen addressed the Council regarding Agenda item 4, Council Bill 118817.
Meagan Murphy addressed the Council regarding a non-Agenda item.
Emily McArthur addressed the Council regarding Agenda item 4, Council Bill 118817.
Susan Helf addressed the Council regarding Agenda item 4, Council Bill 118817.
Susan Lee Woo addressed the Council regarding Agenda item 5, Council Bill 118683.
Maria Batayola addressed the Council regarding Agenda item 5, Council Bill 118683.
Laura Bernstein addressed the Council regarding Agenda item 4, Council Bill 118817.
Priscilla Arsove addressed the Council regarding Agenda item 3, Resolution 31716.
Kenan Block addressed the Council regarding Agenda item 3, Resolution 31716.
Page 3 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 4 of 91 Full Council Meeting Minutes October 17, 2016
Lee Bennett addressed the Council regarding Agenda item 3, Resolution 31716.
Michael Fuller addressed the Council regarding a non-Agenda item.
Rita Smith addressed the Council regarding Agenda item 4, Council Bill 118817.
Jeremy Thornes addressed the Council regarding Agenda item 4, Council Bill 118817.
Bojana Ostojic addressed the Council regarding a non-Agenda item.
Curtis Little addressed the Council regarding Agenda item 4, Council Bill 118817.
Frank Fay addressed the Council regarding Agenda items 4 and 5, Council Bills 118817 and 118683. D. APPROVAL OF THE AGENDA
Motion was made, duly seconded and carried, to adopt the proposed Agenda. E. APPROVAL OF THE JOURNAL
Min 97 October 10, 2016
Motion was made, duly seconded and carried, to adopt the proposed Minutes by the following vote, and the President signed the Minutes: In Favor: 9 - Bagshaw, Burgess, González , Harrell, Herbold, Johnson, Juarez, O'Brien, Sawant Opposed: None F. PRESENTATIONS
There were none. H. PAYMENT OF BILLS
Page 4 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 5 of 91 Full Council Meeting Minutes October 17, 2016
CB 118820 AN ORDINANCE appropriating money to pay certain audited claims and ordering the payment thereof.
Motion was made and duly seconded to pass Council Bill 118820. The Motion carried, the Council Bill (CB) was passed by the following vote, and the President signed the Bill: In Favor: 9 - Bagshaw, Burgess, González , Harrell, Herbold, Johnson, Juarez, O'Brien, Sawant Opposed: None I. COMMITTEE REPORTS
FULL COUNCIL*
1. Res 31713 A RESOLUTION to enter a partnership with the U.S. Fish and Wildlife Service to participate in the U.S. Fish and Wildlife Service’s Urban Conservation Treaty for Migratory Birds Program encouraging the exploration and incorporation of bird-friendly policies, design, and best practices for creating, enhancing, and maintaining safe habitats for migratory birds and other urban wildlife.
Motion was made and duly seconded to adopt Resolution 31713. The Motion carried, the Resolution (Res) was adopted by the following vote, and the President signed the Resolution: In Favor: 9 - Bagshaw, Burgess, González , Harrell, Herbold, Johnson, Juarez, O'Brien, Sawant Opposed: None
Page 5 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 6 of 91 Full Council Meeting Minutes October 17, 2016
2. Res 31715 A RESOLUTION supporting Washington Initiative Measure 735, and urging Seattle voters to vote “Yes” on Initiative 735 on the November 8, 2016, general election ballot.
PUBLIC COMMENT ON RESOLUTION 31715
In accordance with Revised Code of Washington 42.17A.555, and Seattle Municipal Code 2.04.300, Council President Harrell provided the public an opportunity to speak in favor of or in opposition to Resolution 31715.
Councilmember O'Brien left the Council Chamber at 3:05 p.m.
Cindy Black addressed the Council in support of Resolution 31715.
Tiffany McCoy addressed the Council in support of Resolution 31715.
Councilmember O'Brien entered the Council Chamber at 3:06 p.m.
David Ward addressed the Council in support of Resolution 31715.
Public Comment on Resolution 31715 was closed.
Motion was made and duly seconded to adopt Resolution 31715. The Motion carried, the Resolution (Res) was adopted by the following vote, and the President signed the Resolution: In Favor: 9 - Bagshaw, Burgess, González , Harrell, Herbold, Johnson, Juarez, O'Brien, Sawant Opposed: None
3. Res 31716 A RESOLUTION requesting that the Washington State Department of Transportation preserve one support pier associated with the Roanoke/R.H. Thomson Expressway; stating the City Council’s intent to fund an engineering study of the pier’s structural integrity; and stating the City Council’s intent that the City accept ownership of the pier.
Motion was made and duly seconded to adopt Resolution 31716. The Motion carried, the Resolution (Res) was adopted by the following vote, and the President signed the Resolution:
Page 6 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 7 of 91 Full Council Meeting Minutes October 17, 2016
In Favor: 9 - Bagshaw, Burgess, González , Harrell, Herbold, Johnson, Juarez, O'Brien, Sawant Opposed: None ENERGY AND ENVIRONMENT COMMITTEE:
4. CB 118817 AN ORDINANCE relating to residential rental properties; amending Sections 7.24.020, 7.24.030, 7.24.040, 7.24.050, 7.24.060, 7.24.070, and 7.24.080 of the Seattle Municipal Code (SMC); adding new Sections 7.24.035, 7.24.036, 7.24.038, 7.24.110, 7.24.120, 7.24.130, 7.24.140, 7.24.150, 7.24.160, 7.24.170, 7.24.180, 7.24.190, 7.24.200, and 7.24.210 to the SMC; and repealing Section 7.24.090 of the SMC; all to limit the amount of security deposits and non-refundable move-in fees, to allow residential tenants to pay security deposits, non-refundable move-in fees, and last month’s rent in installments, and to establish enforcement provisions for Chapter 7.24.
The Committee recommends that Full Council pass as amended the Council Bill (CB). In Favor: 5 - Sawant, Juarez, O'Brien, Johnson, Herbold Opposed: None Absent(NV): 1 - González
Motion was made by Councilmember Juarez and duly seconded, to refer Council Bill 118817, to the Energy and Environment Committee with a Committee report to the Full Council on or before December 12, 2016. The Motion carried and the Council Bill was referred to the Energy and Environment Committee by the following vote: In Favor: 7 - Bagshaw, Burgess, González , Harrell, Herbold, Johnson, Juarez Opposed: 2 - O'Brien, Sawant PLANNING, LAND USE, AND ZONING COMMITTEE:
Page 7 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 8 of 91 Full Council Meeting Minutes October 17, 2016
5. CB 118683 AN ORDINANCE amending the Seattle Comprehensive Plan to incorporate changes responding to Resolution 31577 to increase the Plan’s emphasis on race and social equity and improve its readability; modifying or adding new goals and policies in several elements of the Plan that describe the City’s objectives for distributing housing and employment growth; and amending Sections 5.72.020, 23.34.008, 23.45.516, 23.47A.012, 23.47A.013, 23.49.056, 23.49.058, 23.51A.004, 23.58A.040, 23.69.030, 23.75.002, and 23.84A.040 of the Seattle Municipal Code to revise references to the updated Comprehensive Plan.
The Committee recommends that Full Council pass as amended the Council Bill (CB). In Favor: 3 - Johnson, O'Brien, Herbold Opposed: None
ACTION 1:
Motion was made by Councilmember Herbold, duly seconded and carried, to amend Council Bill 118683, with Amendments 1 through 5, as shown in the strike through and underlined language below:
Amendment 1
Attachment 15, Definitions, adding a new “community plan" definition.
Define the term “community plan” as “a plan developed in collaboration with a community around a shared vision that includes a set of strategies to meet community and city goals.”
Amendment 2
Attachment 3, amending the Discussion under “Inclusive and Equitable Community Involvement.”
Equity is essential to any community involvement process to improve relationships and outcomes. The City is committed to conducting inclusive and equitable community involvement that effectively reaches a broad range of community members, particularly those directly affected by the City’s decisions. Community involvement should reflect Seattle’s commitment to race and social justice, and use practices that are culturally sensitive, responsive and address barriers to participation
Page 8 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 9 of 91 Full Council Meeting Minutes October 17, 2016
of marginalized communities.
Amendment 3
Attachment 3, amending Community and Neighborhood Planning Goal CI G2.
CI G2 Work with a broad range of community members to plan for the future of their community to provide homes, jobs, recreation, transportation options and gathering places in their community.
Amendment 4
Attachment 3, amending Policy CI 2.3.
CI 2.3 Consider areas with the following characteristics when allocating City resources for community planning. · Areas designated urban centers or villages in the Comprehensive Plan · Areas with high risk of displacement · Areas with low access to opportunity and distressed communities · Areas experiencing significant improvements in transit service · Areas experiencing a growth rate significantly higher or lower than anticipated in the Comprehensive Plan · Areas identified for multiple capital investments that could benefit from coordinated planning · Areas experiencing environmental justice concerns · Areas with outdated community or neighborhood plans that no longer reflect current conditions, a citywide vision of the Comprehensive Plan, or local priorities
Amendment 5
Attachment 3, adding a new Policy CI 2.12.
CI 2.12 Provide sufficient funding and resources to work with communities to update community and neighborhood plans to maintain their relevancy and consistency with community goals and the citywide policies of the Comprehensive Plan.
Page 9 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 10 of 91 Full Council Meeting Minutes October 17, 2016
ACTION 2:
Motion was made by Councilmember Harrell, duly seconded and carried, to amend Council Bill 118683, Attachment 3, Policy C1.2.3, as shown in the underlined language below:
CI 2.3 Consider areas with the following characteristics when allocating City resources for community planning. · Areas designated urban centers or villages in the Comprehensive Plan · Areas with high risk of displacement · Areas with low access to opportunity and distressed communities · Areas experiencing significant improvements in transit service · Areas experiencing a growth rate significantly higher or lower than anticipated in the Comprehensive Plan · Areas identified for multiple capital investments that could benefit from coordinated planning · Areas experiencing environmental justice concerns including public health or safety concerns · Areas with outdated community or neighborhood plans that no longer reflect current conditions, a citywide vision of the Comprehensive Plan, or local priorities
ACTION 3:
By unanimous consent, Public Comment was extended to allow additional Public Comment on Council Bill 118683.
Cindy Barker addressed the Council regarding Agenda item 5, Council Bill 118683.
Donn Cave addressed the Council regarding Agenda item 5, Council Bill 118683.
Collen McAleer addressed the Council regarding Agenda item 5, Council Bill 118683.
Chris Leman addressed the Council regarding Agenda item 5, Council Bill 118683.
David Ward addressed the Council regarding Agenda item 5, Council Bill 118683.
Richard Ellison addressed the Council regarding Agenda item 5, Council
Page 10 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 11 of 91 Full Council Meeting Minutes October 17, 2016
Bill 118683.
Public Comment on Council Bill 118683 was closed.
ACTION 4:
Motion was made and duly seconded to pass Council Bill 118683 as amended.
The Motion carried, the Council Bill (CB) was passed as amended by the following vote, and the President signed the Bill: In Favor: 9 - Bagshaw, Burgess, González , Harrell, Herbold, Johnson, Juarez, O'Brien, Sawant Opposed: None J. ADOPTION OF OTHER RESOLUTIONS
There were none. K. OTHER BUSINESS
There was none. L. ADJOURNMENT
There being no further business to come before the Council, the meeting was adjourned at 4:21 p.m.
Page 11 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 12 of 91 Full Council Meeting Minutes October 17, 2016
______Jodee Schwinn, Deputy City Clerk
Signed by me in Open Session, upon approval of the Council, on October 24, 2016.
______Bruce Harrell, President of the City Council
______Monica Martinez Simmons, City Clerk
Page 12 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 13 of 91 1200 King County King County Courthouse 516 Third Avenue Seattle, WA 98104 Meeting Minutes Metropolitan King County Council Councilmembers: Joe McDermott, Chair; Rod Dembowski, Vice Chair of Policy Development and Review; Reagan Dunn, Vice Chair of Regional Coordination; Claudia Balducci, Larry Gossett, Jeanne Kohl-Welles, Kathy Lambert, Dave Upthegrove, Pete von Reichbauer
1:30 PM Monday, October 24, 2016 Room 1001
REVISED - Added Item 20
1. Call to Order play video
The meeting was called to order at 1:37 p.m.
2. Roll Call play video
Present: 9 - Ms. Balducci, Mr. Dembowski, Mr. Dunn, Mr. Gossett, Ms. Kohl-Welles, Ms. Lambert, Mr. McDermott, Mr. Upthegrove and Mr. von Reichbauer
3. Flag Salute and Pledge of Allegiance play video
Councilmember von Reichbauer led the flag salute and Pledge of Allegiance.
4. Approval of Minutes of October 17, 2016 play video
Councilmember Dembowski moved to approve the minutes of the October 17, 2016 meeting as presented. Seeing no objection, the Chair so ordered.
5. Additions to the Council Agenda play video
Item 20 was added.
King County Page 1 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 14 of 91 Metropolitan King County Council Meeting Minutes October 24, 2016
6. Special Items play video
Proclamation of October 24-31, 2016, as Search and Rescue Volunteer Recognition Week in King County play video
Councilmember Lambert made opening remarks and invited Glenn Wallace, President, King County Search & Rescue Association and Mike Morelli, Vice President, King County Search & Rescue Association to join her at the podium while she read the proclamation. Mr. Wallace presented a video, made remarks and thanked the Council.
Proclamation of October 23-29, 2016 as Pro Bono Week in King County
play video
Councilmembers Dunn and Dembowski made remarks and invited Terra Nevitt, Washington State Bar Association; Suzanne Skinner, Seattle University; Sara Robbins, Solid Ground; Jorge Baron, Northwest Immigrant Rights Project; John Tirpak, Unemployment Law Project; and Carl J. Marquardt, King County Bar Association's Pro Bono Services Committee to join them at the podium. Mr. Baron and Mr. Marquardt made remarks and thanked the Council.
7. Public Comment play video
The following people spoke: Alex Tsimerman Ms. Richard Paula Revere David Preston Karen Morris Carolyn Malone
King County Page 2 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 15 of 91 Metropolitan King County Council Meeting Minutes October 24, 2016
Hearing and Second Reading of Ordinances from Standing Committees and Regional Committees play video
There will be one public hearing on Items 8-10
play video
The following people spoke: Alex Tsimerman Paula Revere
Consent Item 8 play video
8. Proposed Ordinance No. 2016-0500
AN ORDINANCE amending Ordinance 18141, adopted by the council on October 26, 2015, which authorized the issuance and sale of junior lien sewer revenue bonds in the aggregate principal amount of $100,000,000, for the purpose of removing the time restriction on remarketing those bonds; and amending Ordinance 18141, Section 22.
Sponsors: Ms. Lambert
On 10/24/2016, a public hearing was held and closed.
play video
The enacted number is 18380.
A motion was made by Councilmember Dembowski that this Ordinance be Passed on the Consent Agenda. The motion carried by the following vote:
Yes: 9 - Ms. Balducci, Mr. Dembowski, Mr. Dunn, Mr. Gossett, Ms. Kohl-Welles, Ms. Lambert, Mr. McDermott, Mr. Upthegrove, and Mr. von Reichbauer
Budget and Fiscal Management
9. Proposed Substitute Ordinance No. 2016-0337.2
AN ORDINANCE authorizing the county executive to sign a twenty-five-year lease enabling the Puget Sound Emergency Radio Network Project to occupy and use a portion of the city of Bothell's Norway Hill communications site.
Sponsors: Mr. Upthegrove
Councilmember Upthegrove moved Amendment 1. The motion passed.
On 10/24/2016, a public hearing was held and closed.
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The enacted number is 18381.
King County Page 3 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 16 of 91 Metropolitan King County Council Meeting Minutes October 24, 2016
A motion was made by Councilmember Upthegrove that this Ordinance be Passed as Amended. The motion carried by the following vote:
Yes: 9 - Ms. Balducci, Mr. Dembowski, Mr. Dunn, Mr. Gossett, Ms. Kohl-Welles, Ms. Lambert, Mr. McDermott, Mr. Upthegrove, and Mr. von Reichbauer
King County Page 4 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 17 of 91 Metropolitan King County Council Meeting Minutes October 24, 2016
10. Proposed Ordinance No. 2016-0460
AN ORDINANCE making a supplemental appropriation of $210,000 from the general fund to the community services operating fund, and $245,000 from the general fund to the facilities management internal services fund to provide additional funds for operating emergency homeless shelter; and amending the 2015/2016 Biennial Budget Ordinance, Ordinance 17941, Sections 42, 43, 86 and 121, as amended.
Sponsors: Mr. McDermott and Ms. Kohl-Welles
On 10/24/2016, a public hearing was held and closed.
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The enacted number is 18382.
Councilmember Upthegrove moved Amendment S1. The motion passed.
Tony Wright, Director, Facilities Management Division, answered questions of the Council.
Councilmember Upthegrove moved Title Amendment T1. The motion passed.
A motion was made by Councilmember Upthegrove that this Ordinance be Passed as Amended. The motion carried by the following vote:
Yes: 9 - Ms. Balducci, Mr. Dembowski, Mr. Dunn, Mr. Gossett, Ms. Kohl-Welles, Ms. Lambert, Mr. McDermott, Mr. Upthegrove, and Mr. von Reichbauer
Motions, from Standing Committees and Regional Committees, for Council Action play video
Consent Item 11 play video
11. Proposed Motion No. 2016-0501
A MOTION authorizing the execution and delivery of a continuing covenant agreement in connection with the remarketing of the county's Junior Lien Sewer Revenue Bonds, 2015 Series A and B, in the aggregate principal amount of $100,000,000, establishing certain terms of those bonds, all in accordance with Ordinance 18141, as amended by Ordinance _____; and rescinding Motion 14459. play video
Sponsors: Ms. Lambert
The enacted number is 14752.
A motion was made by Councilmember Dembowski that this Motion be Passed. The motion carried by the following vote:
Yes: 9 - Ms. Balducci, Mr. Dembowski, Mr. Dunn, Mr. Gossett, Ms. Kohl-Welles, Ms. Lambert, Mr. McDermott, Mr. Upthegrove, and Mr. von Reichbauer
King County Page 5 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 18 of 91 Metropolitan King County Council Meeting Minutes October 24, 2016
First Reading and Referral of Ordinances
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12. Proposed Ordinance No. 2016-0478
AN ORDINANCE relating to fees; amending Ordinance 13332, Section 4, as amended, and K.C.C. 27.06.010, Ordinance 13332, Section 17, as amended, and K.C.C. 27.10.020, Ordinance 17923, Section 45, and K.C.C. 27.10.035, Ordinance 17923, Section 46, and K.C.C. 27.10.037, Ordinance 13332, Section 20, as amended, and K.C.C. 27.10.050, Ordinance 13332, Section 21, as amended, and K.C.C. 27.10.060, Ordinance 13332, Section 22, as amended, and K.C.C. 27.10.070, Ordinance 18000, Section 83, and K.C.C. 27.10.075, Ordinance 13332, Section 23, as amended, and K.C.C. 27.10.080, Ordinance 17453, Section 19, as amended, and K.C.C. 27.10.082, Ordinance 17453, Section 18, as amended, and K.C.C. 27.10.084, Ordinance 17224, Section 26, as amended, and K.C.C. 27.10.085, Ordinance 17453, Section 21, as amended, and K.C.C. 27.10.087, Ordinance 13332, Section 24, as amended, and K.C.C. 27.10.090, Ordinance 13332, Section 28, as amended, and K.C.C. 27.10.130, Ordinance 13332, Section 30, as amended, and K.C.C. 27.10.150, Ordinance 13332, Section 31, as amended, and K.C.C. 27.10.160, Ordinance 13332, Section 32, as amended, and K.C.C. 27.10.170, Ordinance 13332, Section 33, as amended, and K.C.C. 27.10.180, Ordinance 13332, Section 34, as amended, and K.C.C. 27.10.190, Ordinance 13332, Section 35, as amended, and K.C.C. 27.10.200, Ordinance 13332, Section 36, as amended, and K.C.C. 27.10.210, Ordinance 13332, Section 37, as amended, and K.C.C. 27.10.220, Ordinance 13332, Section 40, as amended, and K.C.C. 27.10.320, Ordinance 13332, Section 42, as amended, and K.C.C. 27.10.350, Ordinance 13332, Section 43, as amended, and K.C.C. 27.10.360, Ordinance 13332, Section 46, as amended, and K.C.C. 27.10.380, Ordinance 17224, Section 39, as amended, and K.C.C. 27.10.385, Ordinance 17224, Section 40, as amended, and K.C.C. 27.10.395, Ordinance 17224, Section 43, as amended, and K.C.C. 27.10.425, Ordinance 13332, Section 53, as amended, and K.C.C. 27.10.510, Ordinance 13332, Section 54, as amended, and K.C.C. 27.10.550, Ordinance 17682, Section 46, as amended, and K.C.C. 27.10.560, Ordinance 17682, Section 47, as amended, and K.C.C. 27.10.570, Ordinance 17682, Section 48, as amended, and K.C.C. 27.10.580 and Ordinance 16959, Section 12, as amended, and K.C.C. 27.02.1905, adding a new section to K.C.C. chapter 27.02, adding a new section to K.C.C. chapter 27.04 and repealing Ordinance 13332, Section 18, as amended, and K.C.C. 27.10.030, Ordinance 17224, Section 20, as amended, and K.C.C. 27.10.045, Ordinance 13332, Section 41, as amended, and K.C.C. 27.10.330, Ordinance 13332, Section 49, as amended, and K.C.C. 27.10.430 and Ordinance 13332, Section 51, as amended, and K.C.C. 27.10.460. play video
Sponsors: Mr. Dembowski
This matter was Introduced and Referred to the Budget and Fiscal Management Committee
13. Proposed Ordinance No. 2016-0481
AN ORDINANCE relating to passenger ferry service, revising passenger ferry fares; amending Ordinance 17935, Section 6, as amended, and K.C.C 4A.700.820. play video
Sponsors: Mr. Upthegrove
This matter was Introduced and Referred to the Budget and Fiscal Management Committee
King County Page 6 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 19 of 91 Metropolitan King County Council Meeting Minutes October 24, 2016
14. Proposed Ordinance No. 2016-0490
AN ORDINANCE regarding surface water management; revising surface water management service charges; and amending Ordinance 7590, Section 8, as amended, and K.C.C. 9.08.070. play video
Sponsors: Mr. Upthegrove
This matter was Introduced and Referred to the Budget and Fiscal Management Committee
15. Proposed Ordinance No. 2016-0495
AN ORDINANCE setting the fees and costs to be paid by a utility company applying for a franchise or using the right-of-way of county roads under a franchise; amending Ordinance 17515, Section 4, as amended, and K.C.C. 4A.675.020, Ordinance 17515, Section 8, as amended, and K.C.C. 4A.675.030, Ordinance 1710, Section 2, as amended, and K.C.C. 6.27.020, Ordinance 1710, Section 3, and K.C.C. 6.27.030, Ordinance 10171, Section 1, as amended, and K.C.C. 6.27.054, Ordinance 1710, Section 6, as amended, and K.C.C. 6.27.060 and Ordinance 1711, Section 4, as amended, and K.C.C. 14.44.040 and adding new sections to K.C.C. chapter 6.27. play video
Sponsors: Mr. Upthegrove
This matter was Introduced and Referred to the Budget and Fiscal Management Committee
16. Proposed Ordinance No. 2016-0515
AN ORDINANCE approving the King County Water District No. 90 2015 Comprehensive Water System Plan. play video
Sponsors: Mr. Dembowski and Mr. Dunn
This matter was Introduced and Referred to the Transportation, Economy and Environment Committee
17. Proposed Ordinance No. 2016-0516
AN ORDINANCE approving the Covington Water District Water System Plan Final May 2016.
play video
Sponsors: Mr. Dembowski and Mr. Dunn
This matter was Introduced and Referred to the Transportation, Economy and Environment Committee
18. Proposed Ordinance No. 2016-0517
AN ORDINANCE approving the City of Bellevue Water System Plan.
King County Page 7 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 20 of 91 Metropolitan King County Council Meeting Minutes October 24, 2016
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Sponsors: Mr. Dembowski and Mr. Dunn
This matter was Introduced and Referred to the Transportation, Economy and Environment Committee
King County Page 8 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 21 of 91 Metropolitan King County Council Meeting Minutes October 24, 2016
19. Reports on Special and Outside Committees play video
No reports were given.
Other Business
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Extra Item
First Reading and Referral of Ordinances
20. Proposed Ordinance No. 2016-0521
AN ORDINANCE setting the reasonable compensation, fees and costs to be paid by a utility company applying for a franchise or using the right-of-way of county roads under a franchise, and authorizing a utility company to make a forbearance payment to King County; amending Ordinance 17515, Section 4, as amended, and K.C.C. 4A.675.020, Ordinance 17515, Section 8, as amended, and K.C.C. 4A.675.030, Ordinance 1710, Section 2, as amended, and K.C.C. 6.27.020, Ordinance 1710, Section 3, and K.C.C. 6.27.030, Ordinance 10171, Section 1, as amended, and K.C.C. 6.27.054, Ordinance 1710, Section 6, as amended, and K.C.C. 6.27.060, Ordinance 1711, Section 4, as amended, and K.C.C. 14.44.040 and Ordinance 11790, Section 1, as amended, and K.C.C. 14.44.055 and adding new sections to K.C.C. chapter 6.27.
Sponsors: Ms. Balducci, Mr. Upthegrove, Ms. Lambert and Mr. Dembowski
This matter was Introduced and Referred to the Budget and Fiscal Management Committee
Executive Session
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The Chair recessed the meeting into Executive Session under RCW 42.30.110 (1)(i) to discuss with legal counsel litigation or potential litigation to which the County is or is likely to become a party when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the County at 2:30 p.m. The Chair concluded the Executive Session at 2:41 and reconvened the meeting at 2:41 p.m.
Adjournment
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The meeting was adjourned at 2:41 p.m.
King County Page 9 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 22 of 91 Metropolitan King County Council Meeting Minutes October 24, 2016
Approved this ______day of ______.
Clerk's Signature
King County Page 10 Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 23 of 91 Board of Directors Meeting Minutes Central Administration Building 601 South 8th Street – Tacoma, WA 98405 4th Floor Auditorium Thursday, August 25, 2016 06:00 PM 1. EXECUTIVE SESSION The Board of Directors met in Executive Session for approximately 30 minutes to discuss with legal counsel representing the district litigation or potential litigation to which the district, is, or is likely to become, a party, when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the district. 2. CALL TO ORDER The Board met in regular session on Thursday, August 25, 2016 in the fourth floor auditorium fo the Central Administration Building located at 601 South 8th Street in Tacoma, Washington. Board President Vialle called the meeting to order at 6:00 PM. 3. FLAG SALUTE Director Heinze led the Pledge of Allegiance. 4. ROLL CALL Directors Heinze, Vialle,Winskill and Cobb were present. Director Vialle moved that Director Ushka be noted as absent-excused. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 5. ADOPTION OF AGENDA Director Cobb moved that the Board of Directors adopt the agenda as presented. Director Heinze seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 6. RECOGNITION OF STAFF, STUDENTS AND COMMUNITY 6.1 RECOGNITION OF THE DISTRICT’S BUSINESS OFFICE AND STAFF FOR EARNING A CERTIFICATE OF EXCELLENCE AWARD The Board of Directors recognized the district’s business office and staff for earning a Certificate of Excellence award for 23 consecutive years. 7. MEMBERS OF THE PUBLIC WISHING TO ADDRESS THE BOARD There were no public comments offered. 8. INTERLOCAL AGREEMENT APPROVAL 8.1 APPROVAL OF AGREEMENTS WITH TACOMA HOUSING AUTHORITY Director Cobb recused herself from the agenda item to avoid the appearance of a conflict of interest, as she is currently
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 24 of 91
Thursday, August 25, 2016 06:00 PM Minute / Page 1 of 5 employed by Tacoma Housing Authority.
Director Winskill moved that the Board of Directors execute the attached Interlocal Cooperation Agreement: Contract for Services and Interlocal Cooperation Agreement: Partnership Agreement with the Tacoma Housing Authority. Director Heinze seconded the motion. A roll call vote was called and the chair declared the motion carried with a vote of 3 yeas.
9. SUPERINTENDENT'S REPORT 9.1 Boze / TAF Partnership
Boze Elementary School Principal, Aaron Wilkins and Technology Access Foundation Co-founder/Executive Director Trish Milines Dziko provided an update on the impact this partnership has made in the district. 10. CONSENT AGENDA Director Winskill moved to approve the consent agenda. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 10.1 APPROVAL OF MINUTES 10.1.a APPROVAL OF MINUTES OF JULY 14, 2016 BOARD MEETING 10.1.b APPROVAL OF MINUTES OF AUGUST 17, 2016 BOARD MEETING 10.2 AUTHORIZATION OF CERTIFICATE TO PIERCE COUNTY TREASURER 10.2.a APPROVAL OF THE CERTIFICATE TO PIERCE COUNTY TREASURER FOR THE PERIOD JUNE 29 – AUGUST 03, 2016 10.3 FINANCIAL STATEMENTS (UNAUDITED FINANCIAL REPORT) 10.3.a ACCEPTANCE OF THE APRIL 2016 UNAUDITED FINANCIAL REPORT 10.4 OUT OF STATE TRAVEL REQUESTS-TACOMA PUBLIC SCHOOLS 10.4.a APPROVAL OF TRAVEL REQUESTS FOR HUMAN RESOURCES TO ORLANDO, FLORIDA, OCTOBER 11-14, 2016 10.4.b APPROVAL OF TRAVEL REQUEST FOR HEAD START TO WASHINGTON D.C., SEPTEMBER 25-29, 2016 10.5 OUT OF STATE TRAVEL REQUESTS - PRIVATE SCHOOLS 10.5.a APPROVAL OF TRAVEL REQUEST FOR ST CHARLES BORROMEO TO KEY WEST, FLORIDA, JANUARY 11-15, 2017 10.6 PERSONNEL RECOMMENDATIONS OF THE SUPERINTENDENT 10.6.a APPROVAL OF THE PERSONNEL RECOMMENDATIONS TO THE SUPERINTENDENT 11. POLICY MATTERS 11.1 FIRST READING OF POLICY NO. 3241 STUDENT CONDUCT/DISCIPLINE First Reading. No action was taken. 11.2 FIRST READING OF POLICY NO. 3121 COMPULSORY ATTENDANCE First Reading. No action was taken. 11.3 FIRST READING OF POLICY NO. 3122 EXCUSED AND UNEXCUSED ABSENCES First Reading. No action was taken. 11.4 FIRST READING OF POLICY NO. 3115 HOMELESS STUDENTS: ENROLLMENT RIGHTS AND SERVICES
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 25 of 91
Thursday, August 25, 2016 06:00 PM Minute / Page 2 of 5 First Reading. No action was taken. 11.5 FIRST READING OF POLICY NO. 3413, STUDENT IMMUNIZATION AND LIFE THREATENING HEALTH CONDITIONS
First Reading. No action was taken.
12. QUARTERLY FINANCIAL UPDATE There was no Quarterly Financial Update. 13. CURRICULUM AND INSTRUCTION 13.1 APPROVAL OF EARLY CHILDHOOD EDUCATION AND ASSISTANCE PROGRAM (ECEAP) FY16-17 CONTINUATION GRANT Director Winskill moved that the Board of Directors approve the Early Childhood Education and Assistance Program Continuation Grant in the amount of $1,113,600. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 13.2 APPROVAL OF THE PIERCE COUNTY JUVENILE COURT INTERAGENCY AGREEMENT FOR THE 2016-17, 2017-18, and 2018-19 SCHOOL YEARS FOR EDUCATIONAL SERVICES AT REMANN HALL Director Winskill moved that the Board of Directors approve the Pierce County Juvenile Court Interagency agreement for the 2016-17, 2017-18 and 2018-19 school years. Director Ushka seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 14. BUSINESS MATTERS 14.1 APPROVAL OF RESOLUTION NO. 2011, ADOPTING THE 2016-2017 BUDGET Director Winskill moved that the Board of Directors adopt Resolution No. 2011 providing for the adoption of the 2016-2017 Budget. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 14.2 ADOPTION OF RESOLUTION NO. 2012 OUTSTANDING WARRANTS 2016 Director Winskill moved that the Board of Directors Resolution No. 2012 cancelling warrants that have remained outstanding for over one year. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 14.3 ADOPTION OF RESOLUTION NO. 2013 KEY BANK SIGNATURES Director Winskill moved that the Board of Directors adopt Resolution No. 2013 and approve the updated list of the employees who can authorize transactions on these accounts and authorize the superintendent and/or designee to approve the plan. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 14.4 APPROVAL OF FUND TRANSFER FOR HEAD START FY16 SUPPLEMENTAL APPLICATION GRANT NUMBER 10CH0194 Director Winskill moved that the Board of Directors approve the transfer of $60,000 of existing Head Start funding to purchase new playground equipment for Roosevelt Elementary School and Point Defiance Elementary School. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 14.5 APPROVAL OF MAXIM HEALTHCARE NURSING SERVICES CONTRACT Director Winskill moved that the Board of Directors approve the annual contract for nursing services with Maxim Healthcare Services for the 2016-17 school year. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 14.6 APPROVAL OF THE SCHOOL RESOURCE OFFICERS 5 YEAR CONTRACT BETWEEN THE CITY OF TACOMA, TACOMA POLICE DEPARTMENT, AND TACOMA PUBLIC SCHOOLS
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 26 of 91
Thursday, August 25, 2016 06:00 PM Minute / Page 3 of 5 Director Winskill moved that the Board of Directors approve submission of the five-year contract for School Resource Officers between City of Tacoma, Tacoma Police Department, and Tacoma Public Schools not to exceed the amount of $2,150,000. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas.
14.7 RATIFICATION OF CONTRACT WITH CITY OF TACOMA, AND TACOMA POLICE DEPARTMENT FOR THE 2015-16 SCHOOL YEAR Director Winskill moved that the Board of Directors authorize the Superintendent to ratify the attached contract for services to be provided by the City of Tacoma, and Tacoma Police Department for the 2015-2016 school year. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 15. OTHER BUSINESS 15.1 APPROVAL OF LAND PURCHASE AGREEMENT WITH CITY OF TACOMA Director Winskill moved that the Board of Directors authorize the Superintendent or designee to enter into the Real Estate Purchase and Sale Agreement between the Tacoma School District and The City of Tacoma Department of Public Utilities Water Division for the Flume Line Right of Way Property adjacent to the Arlington Elementary site. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas.
15.2 APPROVAL OF ENERGY SERVICES THROUGH MCKINSTRY ESSENTION, LLC. FOR FAWCETT ES, POINT DEFIANCE ES AND STANLEY ES Director Winskill moved that the Board of Directors approve services by Energy Service Company (ESCO) McKinstry Essention, LLC in the amount of $1,099,773 excluding sales tax. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 15.3 APPROVAL OF AGREEMENT BETWEEN TACOMA SCHOOL DISTRICT NO. 10 AND PIERCE TRANSIT Director Winskill moved that the Board of Directors approve the agreement with Pierce Transit for 2,525 ORCA Passport Cards in the amount of $298,604 for the 2016-2017 school year. Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas. 16. REPORT TO THE BOARD 16.1 CONSTRUCTION UPDATE Chief Operating Officer, Steve Murakami and Planning & Construction Director Rob Sawatzky presented the Board with an update on current District construction projects. 17. BOARD COMMENTS/REPORTS Director Cobb commented on school start up and registration options.
Director Winskill requested a minor change to the Board School Assignments for the 16-17 year.
Director Vialle commented on the Tide Flats Certification program and the Summer 253 Program. 18. ANNOUNCEMENT OF FUTURE BOARD MEETINGS Thursday, September 1, 2016 5:30pm Special Meeting & Board Retreat
Thursday, September 8, 2016 6:00pm Regular Meeting
Thursday, September 15, 2016 6:00pm Study Session
Thursday, September 22, 2016 6:00pm Regular Meeting 19. ADJOURNMENT Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 27 of 91
Thursday, August 25, 2016 06:00 PM Minute / Page 4 of 5 Director Heinze moved that the Board of Directors adjourn at 7:47PM . Director Cobb seconded the motion. A voice vote was called and the chair declared the motion carried with a vote of 4 yeas.
Minutes approved by the Board on: ______
Signed by: ______Superintendent Carla Santorno
By: ______Board President, Karen Vialle
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 28 of 91
Thursday, August 25, 2016 06:00 PM Minute / Page 5 of 5 Spokane, Washington August 24, 2016 REGULAR MEETING
The Board of Directors convened in a Regular Meeting on the above date at 7:00 p.m. in the Boardrooms of the Administration Building, 200 N. Bernard Street, Spokane, Washington.
Present: Vice President Sue Chapin, Directors Bob Douthitt, Paul Schneider, Jerrall Haynes, Student Advisor Kahlil Wilson-Moore, with President Deana Brower presiding.
FLAG SALUTE
The Flag Salute was led by President Brower.
INTRODUCTIONS
President Deana Brower introduced Superintendent Dr. Shelley Redinger and her staff.
MINUTES
President Deana Brower asked for a motion to approve the minutes.
MOTION: Vice President Chapin moved to approve the minutes for the July 20, 2016 Special Meeting; August 1, 2016 Special Meeting Quorum; August 3, 2016 Special Meeting; and the August 10, 2016 Regular Meeting as presented in the Board Book.
SECOND: Director Haynes
COMMENTS: None.
VOTE: Yes – 5; No – 0; Abstain – 0
CHANGES IN THE AGENDA FROM THE BOARD OR THE ADMINISTRATION None.
HEARING OF DELEGATES ON ITEMS NOT ON THE AGENDA None.
GOOD NEWS ITEM Mr. Kevin Morrison, Director of Community Relations, recognized Student Advisor Kahlil Wilson-Moore for his service as Student Advisor to the Board of Directors for the 2015-16 school year.
Page 1 of 16
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 29 of 91 August 24, 2016
President Brower presented Kahlil with a certificate of recognition and thanks on behalf of the school board.
SPECIAL AGENDA ITEM Dr. Shelley Redinger, Superintendent, performed the swearing-in for Ms. Clara Coyote to serve as a 2016-2017 Student Advisor to the Board. Ms. Coyote is a senior at Ferris High School.
EARLY BOARD REPORTS
Ms. Clara Coyote, Student Advisor, shared with the school board her years of attending in Spokane School District, her current school activities at North Central High School and her excitement serving on the school board.
CONSENT AGENDA
President Brower asked for a motion to approve the Consent Agenda, including the Supplemental Reports.
Long Distance Travel Requests
Lewis and Clark High School Drill Team requested School Board approval for 31 students to travel to Orlando, FL, December 28, 2016 – January 3, 2017 to perform at the Outback Bowl during halftime.
Contract Completions
It was recommended the School Board approve the contract completion of the Summer Portables Project 2016.
Agreements
It was recommended the School Board approve a contract with the College board for the College Readiness and Success System to include the PSAT/NMSQT Exam and the SAT School Day with estimated expenditures in the amount of $120,359 for the 2016-2017 school year.
Alternate Purchases
It was recommended a contract be awarded to Camtek, Inc., Spokane, WA, in the amount of $117,613.22 for the implementation of the North Central High School Cafeteria/Commons Addition, Integrated Security System project. Page 2 of 16
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 30 of 91 August 24, 2016
It was recommended a purchase order be issued to Washington Schools Risk Management Pool, Tukwila, WA, in the amount of $1,082,905 for the 2016-17 fiscal year insurance premiums and claims below the deductible.
It was recommended the Board approve expenditures for the 2016-17 Running Start Program with Community Colleges of Spokane and Eastern Washington University.
It was recommended the Board approve an estimated expenditure of $100,000 plus tax to support Add + Vantage Math Recovery (AVMR) Kits for professional development for teachers in Title I buildings as well as district wide trainings for resource teachers.
It was recommended a renewal purchase order contract be issued to Pizza Rita, Spokane, WA, to supply hot delivered pizza for the Nutrition Services program at district high schools in the estimated amount of $200,000 for the 2016-2017 fiscal year.
It was recommended a renewal purchase order contract be issued to Advance Pierre Foods, Cincinnati, OH, in the anticipated approximate amount of $75,000 for processing bulk USDA peanut butter commodities into school meal units.
It was recommended a purchase order be used to Sungard K-12 Education, Chico, CA, in the amount of $208,327.19 for the fiscal year 2016-17 BusinessPLUS annual software/server maintenance, support and custom programming fees.
It was recommended purchase orders be issued to Lenovo, Inc., Morrisville, NC on an as needed basis for the purchase of office and classroom computer equipment in an estimated amount of $5,000,000 for the 2016-17 fiscal year.
It was recommended a purchase order be issued to Micro Focus, Provo, UT, in the amount of $75,250 for the annual renewal of Novell software license fees for fiscal year 2016-17.
Audits
Warrant Register 1394 through 1396, General Fund $ 2,330,977.51 Warrant Register 855 through 857, Capital Fund 2,611,805.44 ASB Registers 1255 through 1256 59,917.42
Page 3 of 16
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 31 of 91 August 24, 2016
Resignations/Retirements; Nominations; Leaves of Absence
I. CERTIFICATED RECOMMENDATIONS
A. Terminations/Resignations/Retirements
Burke, Margaret – Lewis & Clark/Wilson, Library Media Specialist – Resign .3 of 1.0 FTE, 08/30/16 Close, Daniel – Lewis & Clark, Assistant Principal – Resign, 06/30/17 Cross, Christian – Salk, Teacher, Social Studies/Geography – Resign, 08/31/16 Hardwick, Martha – Chase, Teacher, Science & AVID – Resign, 08/23/16 Shumaker, Nicole – Montessori/Community School/Garfield, Speech Language Pathologist – Resign .8 of 1.0 FTE, 08/09/16 Steierer, Daniela – Lewis & Clark, Teacher, Science – Resign, 08/31/16
B. Nominations
Albretsen, Paula – Bemiss, Teacher, Grade 2 (1.0 FTE) Anderson, Nancy – Balboa, Teacher, Literacy Intervention (1.0 FTE) Batibure, Moktar – Various Locations, Occupational Therapist (1.0 FTE) Bemis, Susan – Eagle Peak, Teacher, Career/College Readiness (.2 FTE) & Teacher, Business (.2 FTE) Blaydon, Timothy – Various Locations, Teacher, Elementary Music/Band (1.0 FTE) Bronson, Kolby – Balboa, Teacher, Elementary Content Specialist (.6 FTE) Cavender-Dymond, Kristina – Various Locations, Nurse (.8 FTE) Chilton, Shae – Mullan Road, Teacher, Special Ed DI (1.0 FTE) De Soto, Cynthia – Browne, Teacher, ELD (.5 FTE) Dursma, Aimee – Lincoln Heights, Teacher, Elementary Music Specialist (.9 FTE) Evanson, Joel – On Track Academy, Teacher, At Risk, Science (1.0 FTE) Forsyth, Lisa – Regal, Teacher, ELD (1.0 FTE) Guerrero, Cherie – Audubon, Library Media Specialist (.5 FTE) Hansen, Sarah – Longfellow, Elementary Counselor (1.0 FTE) Harris, Jerilynn – Various Locations, Teacher, Grade 4-6, Montessori/ Intermediate (1.0 FTE) Heitstuman, Hailey – Adams, Teacher, Grade 5 (1.0 FTE) Krauss, Amy – Roosevelt, Teacher, Grade 2 (1.0 FTE) Lampi, Danielle – Various Locations, Physical Therapist (.7 FTE) Landow, Larry – Ferris, Teacher, Mathematics (1.0 FTE) Lutz, Lisa – Westview, Teacher, Half Day Kindergarten (.5 FTE) Mullin, Tara – On Track Academy, High School Counselor (1.0 FTE) Page 4 of 16
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Newbold, Sarah – Various Locations, Teacher, K-6 Art (.4 FTE) Pierce-Murphy, Shannon – Balboa, Teacher, Special Ed MH/OH (1.0 FTE) Vetter, Courtney – Garfield, Teacher, Elementary Music Specialist (1.0 FTE) Young, Dana – Lewis & Clark, Teacher, Special Ed BI (1.0 FTE)
II. CLASSIFIED RECOMMENDATIONS
A. Terminations/Resignations/Retirements
Express
Bidowski, Theresa – Hamblen, Express Activity Leader – Resign, 08/23/16
Paraeducators
Lane, Stacie – North Central, Paraeducator – Resource – Resign, 08/31/16 Lockhart, Rebecca – Audubon, Paraeducator – Resource – Resign, 08/31/16
Secretarial/Clerical
Ferris, Lisa – Bryant, Clerk/Secretary – Resign, 08/31/16
Specialists
Kramer, Jeffrey – Security, Campus Safety Response Officer – Resign, 09/05/16
B. Nominations
Paraeducators
Conger, Gina – Rogers, Paraeducator – DI Hotrum, Charity – Special Education, Paraeducator – Itinerant Stearns, Amanda – Special Education, Paraeducator – Itinerant
Professional/Technical
Lesley, Molly – SVL, Student Support Specialist Page 5 of 16
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Secretarial/Clerical
Schmitt, Kayla – Lewis & Clark, Assistant Secretary (Activities)
Supplementals
I. CERTIFICATED RECOMMENDATIONS
A. Terminations/Resignations/Retirements
Burke, Margaret – Lewis & Clark/Wilson, Library Media Specialist – Resign .3 of 1.0 FTE, 08/30/16 Close, Daniel – Lewis & Clark, Assistant Principal – Resign, 06/30/17 Cross, Christian – Salk, Teacher, Social Studies/Geography – Resign, 08/31/16 Hardwick, Martha – Chase, Teacher, Science & AVID – Resign, 08/23/16 Shumaker, Nicole – Montessori/Community School/Garfield, Speech Language Pathologist – Resign .8 of 1.0 FTE, 08/09/16 Steierer, Daniela – Lewis & Clark, Teacher, Science – Resign, 08/31/16
B. Nominations
Albretsen, Paula – Bemiss, Teacher, Grade 2 (1.0 FTE) Anderson, Nancy – Balboa, Teacher, Literacy Intervention (1.0 FTE) Batibure, Moktar – Various Locations, Occupational Therapist (1.0 FTE) Bemis, Susan – Eagle Peak, Teacher, Career/College Readiness (.2 FTE) & Teacher, Business (.2 FTE) Blaydon, Timothy – Various Locations, Teacher, Elementary Music/Band (1.0 FTE) Bronson, Kolby – Balboa, Teacher, Elementary Content Specialist (.6 FTE) Cavender-Dymond, Kristina – Various Locations, Nurse (.8 FTE) Chilton, Shae – Mullan Road, Teacher, Special Ed DI (1.0 FTE) De Soto, Cynthia – Browne, Teacher, ELD (.5 FTE) Dursma, Aimee – Lincoln Heights, Teacher, Elementary Music Specialist (.9 FTE) Evanson, Joel – On Track Academy, Teacher, At Risk, Science (1.0 FTE) Forsyth, Lisa – Regal, Teacher, ELD (1.0 FTE) Guerrero, Cherie – Audubon, Library Media Specialist (.5 FTE) Hansen, Sarah – Longfellow, Elementary Counselor (1.0 FTE) Page 6 of 16
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Harris, Jerilynn – Various Locations, Teacher, Grade 4-6, Montessori/ Intermediate (1.0 FTE) Heitstuman, Hailey – Adams, Teacher, Grade 5 (1.0 FTE) Krauss, Amy – Roosevelt, Teacher, Grade 2 (1.0 FTE) Lampi, Danielle – Various Locations, Physical Therapist (.7 FTE) Landow, Larry – Ferris, Teacher, Mathematics (1.0 FTE) Lutz, Lisa – Westview, Teacher, Half Day Kindergarten (.5 FTE) Mullin, Tara – On Track Academy, High School Counselor (1.0 FTE) Newbold, Sarah – Various Locations, Teacher, K-6 Art (.4 FTE) Pierce-Murphy, Shannon – Balboa, Teacher, Special Ed MH/OH (1.0 FTE) Vetter, Courtney – Garfield, Teacher, Elementary Music Specialist (1.0 FTE) Young, Dana – Lewis & Clark, Teacher, Special Ed BI (1.0 FTE)
II. CLASSIFIED RECOMMENDATIONS
A. Terminations/Resignations/Retirements
Express
Bidowski, Theresa – Hamblen, Express Activity Leader – Resign, 08/23/16
Paraeducators
Lane, Stacie – North Central, Paraeducator – Resource – Resign, 08/31/16 Lockhart, Rebecca – Audubon, Paraeducator – Resource – Resign, 08/31/16
Secretarial/Clerical
Ferris, Lisa – Bryant, Clerk/Secretary – Resign, 08/31/16
Specialists
Kramer, Jeffrey – Security, Campus Safety Response Officer – Resign, 09/05/16
B. Nominations
Paraeducators
Conger, Gina – Rogers, Paraeducator – DI Page 7 of 16
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Hotrum, Charity – Special Education, Paraeducator – Itinerant Stearns, Amanda – Special Education, Paraeducator – Itinerant
Professional/Technical
Lesley, Molly – SVL, Student Support Specialist
Secretarial/Clerical
Schmitt, Kayla – Lewis & Clark, Assistant Secretary (Activities)
CONFIDENTIAL
I. CLASSIFIED RECOMMENDATIONS
A. Terminations/Resignations/Retirements
Specialists
Tran, Trang – Ferris, Bilingual Specialist – Resign, 08/24/16
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Travel Report
MOTION: Vice President Chapin moved to approve the consent agenda, including materials provided in late handout folder.
SECOND: Director Haynes
COMMENTS: President Brower commented on the included Agreement regarding the College Readiness & Success Contract.
Dr. Gering provided a summary of details of this agreement and this great opportunity for students.
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Director Douthitt requested clarification on the availability of technology to accommodate testing.
Dr. Gering provided an update on the structures of assessments for middle school versus high school, allowing for a manageable time frame for students completing assessments electronically.
VOTE: Yes – 5; No – 0; Abstain – 0
OLD BUSINESS
TEACHING AND LEARNING SERVICES
Final Reading of Policy/Procedure 3240: Student Behavior, Rules of Conduct, Restorative Practices and Corrective Action
Mr. Shawn Jordan presented a final reading of Policy/Procedure 3240: Student Behavior, Rules of Conduct, Restorative Practices and Corrective Action.
Should the Board adopt the policy, a plan will be implemented regarding the training and calibration of our staff, gather feedback from stakeholders throughout this year, and will gather feedback from the Board to implement methods of sharing information with families, providing feedback opportunities for parents and families.
Public Comment
Dawn Sidell shared with the School Board her thoughts on the importance of this work to address student needs.
Virla Spencer shared her concerns with the School Board about the need for guidelines for staff for this work in our school district.
Adrian Pauw shared her thoughts with the School Board on behalf of the NAACP on the importance of implementing restorative practices in the district.
Rosemarie Thurman shared with the School Board her thanks to district for the willingness to offer trainings for staff to move this great work forward. She offered thanks to Mark Sterk, Shawn Jordan and the Superintendent for facilitating trainings and this work.
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President Brower requested a motion.
MOTION: Director Douthitt moved to approve Policy and Procedure 3240 as presented, including the Rules of Conduct.
SECOND: Director Schneider
COMMENTS: President Brower expressed that she recognizes that this is a work in progress, noting that the adoption of the policy and procedure this evening is a launching pad for the continuation of this work.
Director Douthitt offered compliments to the administrative work team and the community advocates on this work.
Director Schneider expressed this thanks to the community and staff for their work and looks forward to the ongoing work.
VOTE: Yes – 5; No – 0; Abstain – 0
NEW BUSINESS
SCHOOL SUPPORT SERVICES
Recommended 2016-2017 Budget Dr. Linda McDermott, Chief Financial Officer, presented to the School Board the 2016- 2017 budget and requested the adoption of Resolution No. 2016-20 to approve the 2016- 2017 General, ASB, Debt Service, and Capital Project Fund Expenditure budgets.
The recommended operating budget for the 2016-2017 school year reflects the culmination of the School District’s budget planning process that began in the fall of 2015.
The preliminary recommended budget includes revenue of $389.8 million and expenditures of $390.9 million. Fund balance reserves in excess of the five percent (5%) minimum fund balance policy requirement will fund the budgeted operating deficit of $1.1 million (revenues minus expenditures). Budgeted ending fund balance is $30.1 million allocated as follows: Restricted and Non-spendable $10.5 million; Minimum Fund Balance (policy 6022) $19.6 million (5.4%).
The recommended budget of $390.9 million represents a 5.9% increase over the 2015- 2016 budget. The increased spending includes maintenance level budget changes for staffing to projected enrollment, additional resources to enhance building and student support, and implementation of recommended collective bargaining agreements. The Page 11 of 16
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increase in expenditures is primarily supported by new investments from the State Legislature, to include cost of living adjustments (COLA) for state funded positions, full-day kindergarten for all schools, lower class size for kindergarten through third grades, and materials, supplies and operating costs (MSOCs).
The School Board recessed into a public hearing at 8:07 p.m.
PUBLIC HEARING
No public comment at this time.
The School Board reconvened in a regular meeting at 8:09 p.m.
President Brower requested a motion.
MOTION: Vice President Chapin moved to approve Resolution No. 2016- 20 to approve the 2016-2017 General, ASB, Debt Service, and Capital Project Fund Expenditure budgets, as presented.
SECOND: Director Douthitt
COMMENTS: Director Douthitt requested clarification on an increase to the ASB budget.
Dr. McDermott, Cindy Coleman, and Dr. Gering provided clarification.
ROLL CALL VOTE: President Brower – Yes Vice President Chapin – Yes Director Douthitt – Yes Director Schneider – Yes Director Haynes – Yes
Recommended Annual Capital Projects Plan for 2016-2017 Dr. Mark Anderson, Associate Superintendent, presented to the School Board the recommended annual capital projects plan for 2016-2017 and requested approval for Resolution 2016-21 to adopt the districts recommended annual capital plan.
President Brower requested a motion.
MOTION: Vice President Chapin moved to approve Resolution No. 2016- 21 to approve the 2016-2017 recommended annual capital plan, as presented. Page 12 of 16
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SECOND: Director Haynes
COMMENTS: President Brower and Vice President Chapin shared their compliments on the responsible use of funds for these projects.
VOTE: Yes – 5; No – 0; Abstain – 0
2015-2016 Interim Financial Report and Year-End Forecast Dr. Linda McDermott, Chief Financial Officer, presented to the School Board the 2015-16 Interim Financial Report and Year-End Forecast.
The interim monthly financial report covers operations for the period September 1, 2015 through July 31, 2016.
The 2015-2016 school year began with a $1.5 million positive fund balance budget variance. The current forecast of operations indicates that the School District will end the year with a total fund balance of $30.1 million, of which $10.5 million is restricted or non- spendable. The remaining balance - $19.6 million is governed by board decision and is classified as committed, assigned or unassigned. As noted in Table 1 below, the current financial forecast generates a $6.7 million positive budget variance, comprised of the beginning of the year $1.5 million positive fund balance variance and the $5.2 million positive operating activity variance. The current Fund Balance Forecast provides a committed, assigned and unassigned (CAU) fund balance of 5.4% of actual 2014-2015 expenditures achieving the minimum fund balance of 5-6% as specified in School Board Policy 6022.
HUMAN RESOURCES
Ratification of Tentative Agreement with Spokane Education Association Ms. Tennille Jeffries-Simmons, Chief Human Resources Officer, presented to the School Board the ratification of the tentative agreement with Spokane Education Association.
Human Resources and the School District’s Table Team began collective bargaining with the SEA in January 2016 determining priorities, interests and issues. The parties began exchanging proposals in April 2016. The parties agreed on a hybrid approach which combined traditional and interest based bargaining strategies, with the express purpose of understanding issues and identifying pathways to solutions.
The parties reached a tentative agreement on the afternoon of Thursday, August 4th. The SEA ratification meeting was held on Tuesday, August 23. Also, on August 23, the District Bargaining Team provided district administrators a summary of contract changes which are included in the proposed 2016-2019 collective bargaining agreements. Page 13 of 16
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Comprehensive updates and reviews for specific departments, such as Nutrition Services, Special Education and Campus Safety will continue on August 24th. The Table Team and district administration will have a focus on effective implementation, so training over bargained changes will continue into the fall.
Bargained salary increases for staff vary across employee groups—variations in compensation levels were informed by updated salary comparison data.
President Brower requested a motion.
MOTION: Director Schneider moved to approve the ratification of the 2016 - 2019 tentative agreement with Spokane Education Association.
SECOND: Director Haynes
COMMENTS: Director Haynes complimented the great work done by staff.
Director Douthitt complimented the great work done by staff.
President Brower commented on the value of having a 3 year contract and believes the salary increase will be beneficial for recruitment and retention of staff and delivery of services to students.
VOTE: Yes – 5; No – 0; Abstain – 0
Ratification of Tentative Agreement with Spokane Principals Association Ms. Tennille Jeffries-Simmons, Chief Human Resources Officer, presented to the School Board the ratification of the tentative agreement with Spokane Principals Association.
The Table Team began collective bargaining with the Spokane Principals Association (SPA) in early spring of 2016, determining priorities, interests and issues. The parties began exchanging proposals in May 2016. The parties agreed on a hybrid approach which combined traditional and interest based bargaining strategies, with the express purpose of understanding issues and identifying pathways to solutions.
The parties reached a tentative agreement on the afternoon of Thursday, August 11th. The Spokane Principals Association ratification meeting was held on Friday, August 12. Bargained salary increases were informed by updated salary comparisons which included area districts and other eastside school districts.
President Brower requested a motion.
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MOTION: Vice President Chapin moved to approve the ratification of the 2016 - 2019 tentative agreement with Spokane Principals Association as presented.
SECOND: Director Douthitt
COMMENTS: President Brower commented on the volume of work and complimented the 3 year contract.
VOTE: Yes – 5; No – 0; Abstain – 0
Presentation of 2016-2017 Non-Represented Salary Schedules Ms. Tennille Jeffries-Simmons, Chief Human Resources Officer, presented to the School Board the 2016-17 non-represented salary schedules.
The administration continues to evaluate compensation plans for the following employee groups over the next five (5) years: Professional-Technical (PT), Exempt Professional (EP), Executive Assistant (ES), Technology Services (TS), Independent Coordinators (IC), Supervisors/Managers (SV), Special Campus Administrators (CS), Certificated Administrators (AD1) and Classified Administrators (AD2). Key considerations when evaluating these compensation plans are providing market-sensitive wages, internal equity and organizational structure.
The salary increases being recommended for Board approval on August 24, 2016 represent the state allocated Cost of Living Adjustments (COLA) of 1.8%.
President Brower requested a motion.
MOTION: Vice President Chapin moved to approval of the non- represented salary schedules as presented.
SECOND: Director Haynes
COMMENTS: None.
VOTE: Yes – 5; No – 0; Abstain – 0
BOARD REPORTS
School Visits President Brower commented on the recent list sent to the School Board with updated information for Board/School Visits.
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Director Schneider shared with the School Board regarding his recent visit at The Community School, having the opportunity to visit with staff.
QUESTIONS/REQUESTS FROM THE BOARD REGARDING UPCOMING PRESENTATIONS
None.
SUPERINTENDENT’S REPORT
Dr. Redinger provided an update on the recent Superintendent Work Group meeting; she mentioned the baseball game on Friday evening; and Tuesday will be the first day of school.
PUBLIC COMMENT President Brower invited a member of the public to have the opportunity to comment.
Bruce Rafford shared with the School Board his thoughts on the improvements with the accommodations for the deaf and hard of hearing at Board meetings and wanted to be sure students were being accommodated by district staff.
ADJOURNED There being no further business to come before the Board, President Brower adjourned the meeting at 8:55 p.m.
______Shelley K. Redinger, Ph.D., Secretary Deana M. Brower, President
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Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 44 of 91 KENT SCHOOL DISTRICT NO. 415 KING COUNTY KENT, WASHINGTON
August 24, 2016
The Board of Directors of Kent School District No. 415 met on Wednesday, August 24, 2016, 5:30 p.m. for a tour of the TOP facility located at 11000 SE 264th Street, Kent, Washington. Board members present were Karen DeBruler, Agda Burchard, Debbie Straus, and Maya Vengadasalam.
The Board of Directors of Kent School District No. 415 met Wednesday, August 24, 2016, 6:15 p.m. in the Boardroom at the Administration Center located at 12033 SE 256th Street, Kent, Washington, with Board President Karen DeBruler presiding. Other board members present: Agda Burchard, Russ Hanscom, Debbie Straus, and Maya Vengadasalam. Also present: Superintendent Dr. Calvin J. Watts.
Call to Order President DeBruler called the meeting to order at 6:15 p.m. and immediately recessed for an executive session for approximately 40 minutes to discuss legal matters.
Reconvene President DeBruler reconvened the regular meeting at 7 p.m.
Pledge of Allegiance President DeBruler asked a student in the audience to lead the pledge of allegiance.
Welcome President DeBruler welcomed the audience to the meeting and explained the process for public comment.
Agenda Review The agenda was amended to add a supplemental personnel report to the consent agenda.
Motion No. 75-16 That the Board of Directors add a supplemental personnel report to the consent agenda.
The motion carried.
Presentation (1) Professional Educator Standards Board Grow Your Own Teacher Initiatives in Washington Alexandra Manuel, director, Educator Pathways, and Victoria Moreland, ELL coordinator, presented information and answered questions about the Professional Educator Standards Boards “Grow Your Own Teacher” initiative.
(2) 2016-17 Budget Presentation Chief Business Officer Michael Newman and Executive Director Ralph Fortunato provided: a review of the budget adoption process and the information discussed at each of the five budget work sessions; a summary of the 2016-17 Budget and comparison from previous year; revenues and expenditures of the general fund, capital project fund, debt service fund, transportation vehicle fund and ASB fund; and next steps that included continuing to monitor enrollment and staffing, and state and federal legislation.
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Public Hearing: 2016-17 Budget In compliance with state law, it is necessary for the Board of Directors to conduct a public hearing on the 2016-2017 Budget and to formally adopt maximum expenditure limits for all funds no later than August 31, 2016.
During the public hearing, any member of the community may present comments to the Board regarding the proposed budget.
President DeBruler recessed the regular meeting and opened a public hearing to hear comments for or against Resolution No. 1495, which establishes the expenditure limits for the General Fund ($346,186,188), Debt Service Fund ($26,104,270), Capital Projects Fund ($17,002,609), Associated Student Body Fund ($4,268,932), and Transportation Vehicle Fund ($1,250,000).
Having no comments, President DeBruler closed the public hearing and resumed the regular meeting.
Board of Directors Discussion & Approval (1) Resolution No. 1495, Adoption of the 2016-17 Budget Resolution No. 1495 establishes the expenditure limits for the General Fund ($346,186,188), Debt Service Fund ($26,104,270), Capital Projects Fund ($17,002,609), Associated Student Body Fund ($4,268,932), and Transportation Vehicle Fund ($1,250,000).
Motion No. 76-16 That the Board of Directors approves Resolution No. 1495, 2016-17 Budget Adoption.
The motion carried.
(2) Resolution No. 1496, Intent to Reoccupy Vacated Space Due to Short-Term Special Housing Burden The District had to request from the Office of the Superintendent of Public Instruction to use the former Kent Elementary site for students based on previous funding for the replacement school. The legislation has since changed and Resolution 1496 will allow the District to use the former Kent Elementary School site for students until 2021.
Motion No. 77-16 That the Board of Directors approves Resolution No. 1496 to reoccupy the former Kent Elementary School for instructional purposes under conditions SHB2985.
The motion carried.
(3) Resolution No. 1497, Out of Endorsement Waiver Per WAC 180-82-110 and Resolution No. 1497, Human Resources is requesting out-of-endorsement waivers for Melissa Benner, Lois Pena, Colleen Benjamin, Gary Durham, Patti Habetter, Emily Moore, Sheena Keiser, April Thousand, Nicole Cook, Jennifer Heath, Elijah Olson, Jeremy Ball, Mia Roberts, Richele Buoy, Holly Stutesman, Renee Kuehn, Rebecca Lloyd, Julianne Leyva, Erin Isabell, Douglas Ferguson, and Marin Brouwer, so they can teach in the Kent School District for the 2016-2017 school year while completing individual teacher plans for achieving endorsement.
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Motion No. 78-16 That the Board of Directors approves Resolution No. 1497, authorizing an out-of- endorsement waiver for employees named in the resolution.
The motion carried.
(4) Second Reading and Adoption of Revised Policy 2161: Special Education and Related Services for Eligible Students The proposed revision to Policy and Procedure 2161 is to address changes made to chapter 28A.155 RCW and to RCW 28A.600.485 under Substitute House Bill (SHB) 1240, which prohibits the planned use of aversive interventions and prohibits schools from physically restraining or isolating any student except when the student’s behavior poses an imminent likelihood of serious harm to that student or another person.
Motion No. 79-16 That the Board of Directors approves second reading and adoption of Policy 2161: Special Education and Related Services for Eligible Students.
The motion carried.
(5) Change Order Approvals Change Order No. 4 is for TOPS Building Site Work Revised, and Change Order No. 1 is for the TOPS Building and covers the additive and deductive changes to the contracts. These are changes that have occurred during the course of construction.
Motion No. 80-16 That the Board of Directors approves Change Order No. 4, in the amount of $23,490.25 including WSST, which covers the additive costs that were either unforeseen conditions or required by the city and city inspector; and Change Order No. 1, in the amount of $62,541.75 including WSST, which covers the additive and deductive costs that occurred during the course of assembling and finishing the building.
The motion carried.
(6) Student and Family Support Services Agency Staff Contracts Due to a lack of qualified, or in some cases no candidates, the Student and Family Support Services department will need to hire agency health services staff for schools for 2016–2017. Included in this hiring could be licensed nurses to fill positions to stay within safe nursing practices as outlined by the Washington Nursing Commission and the Office of the Superintendent of Public Instruction.
Motion No. 81-16 That the Board of Directors approves the agency contracts totaling $350,553 for the 2016-17 school year.
The motion carried.
(7) Inclusive Education Out of District Placement Contracts Inclusive Education uses Out of District Placements for students that have been evaluated and the District has determined that for these students with disabilities no appropriate program exists in the
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district, or the appropriate program cannot be reasonably established in the district and no appropriate program can be contracted with another district.
Motion No. 82-16 That the Board of Directors approves the out-of-district placement contracts totaling $4,569,000 for the 2016-17 school year.
The motion carried.
(8) Inclusive Education Agency Staff Contracts Due to a lack of qualified, or in some cases no candidates, the Inclusive Education Department will need to hire agency staff for 2016–2017. Included in this hiring could be School Psychologists, Speech Language Pathologists, Speech Language Pathologist Assistants, Occupational Therapists, Physical Therapists and Special Education Teachers to fill positions to stay within KEA contract guidelines.
Motion No. 83-16 That the Board of Directors approves the agency contracts totaling $3,614,000 for the 2016-17 school year.
The motion carried.
Consent Agenda Item 5.09, Educational Program/Counseling Service Addendum with Kent Youth and Family Services, was pulled for further discussion.
Motion No. 84-16 That the Board of Directors approves the consent agenda except for Item 5.09, Educational Program/Counseling Service Addendum with Kent Youth and Family Services.
1. Minutes of the 22 June 2016 regular meeting, special meeting, and executive session.
2. Minutes of the 29 June 2016 special meeting and executive session.
3. Minutes of the 06 July 2016 special meeting.
4. Minutes of the 07 July 2016 special meeting.
5. Minutes of the 08 August 2016 special meeting.
6. Minutes of the 10 August 2016 special meeting.
7. Personnel report.
8. Changes to American Federation of Teachers Union of Washington (Kent Chapter) Contract.
9. Community Based Organization Agreement with Sea Mar Community Health Centers.
10. Educational Program/Counseling Service Addendum with Communities in Schools.
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11. Acceptance of gifts and donations to the District or schools or departments for the period ending August 24, 2016.
12. Approval of general fund accounts payable warrant nos. 152718-154093; payroll warrant nos. 247809-247817, 500898-500905, 560124, and 560126; and electronic transfer for purchasing card, DOR Use Taxes, direct deposit, payroll taxes, VEBA, DRS Retirement, DRS DCP, TSA, Benefits, Workers’ Comp., Vision Trust, and HSA Navia Benefit for a total general fund amount of $55,830,950.68; capital projects fund accounts payable warrant nos. 203485-203657 and electronic transfer for purchasing card for a total capital projects fund amount of $5,972,357.22; ASB fund accounts payable warrant nos. 410450-410577 and electronic transfer for purchasing card and DOR Use Taxes for a total ASB fund amount of $348,073.96; fiduciary fund accounts payable warrant nos. 700072, 700073, and 790010; and electronic transfer for purchasing card and DOR Use Taxes for a total fiduciary fund amount of $6,221.17; and transportation vehicle fund accounts payable warrant nos. 900028-900031 for a total transportation vehicle fund amount of $1,471,866.84; for a grand total of $63,629,469.87.
The motion carried.
Motion No. 85-16 That the Board of Directors approves the consent agenda Item 5.09, Educational Program/Counseling Service Addendum with Kent Youth and Family Services.
The motion carried.
Board of Directors Discussion Informational (1) General Fund Object Expenditure Summary Report No action required. Material is submitted for information. (2) June 2016 Financial Statement No action required. Material is submitted for information. (3) First Reading of Revised Policy 4040 and Procedure 4040P No action required. Approval of Policy 4040 will occur at a subsequent meeting. (4) Revised Procedure 2020P No action required. Material is submitted for information.
Communication from the Audience A member of the audience addressed the Board concerning barriers to entering into the Early Childhood system. Another individual addressed the Board concerning the need for exterior improvement at Fairwood Elementary.
Superintendent’s Report The superintendent report was accepted as presented and included: School begins September 1. Dr. Watts remarked that the start of school is a time for welcoming back more than 4,000 team KSD members, more than 27,000 students, and families, as well as kindergarteners on September 7. It is also an opportunity to move KSD forward with Blueprint, our bold, new strategic plan. Our four strategic goals are intentionally aligned with our work. They include 1) student success through academic, social and applied learning; 2) further extending our reach to internal and external communities through two-way, meaningful
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communication; 3) ensuring organizational effectiveness through equitable systems and structures; and 4) hiring, developing and retaining a premier workforce. Dr. Watts thanked the school board for supporting each strategic goal and approving the 2016-17 budget. Their action will enable KSD to fund and support what we value—our students, and the adults who serve them. Safety reminder. To all drivers, please be mindful of students walking to and from school and of the more than 19,000 students being transported by our school buses. Teacher shortage. Creating our own teacher and leadership pipeline is a priority in this district, because teacher numbers are dwindling nationwide. There is a plan to increase the number of engaged and developed teachers and leaders in KSD. Successes. Eight elementary schools earned the Washington Achievement Award and Kentridge and Kentlake earned accreditation for a six-year period with commendations that included high performing leadership teams, a broad range of co-curricular programs to enrich student learning, consistently high student achievement and an effective articulation between the HS and MS feeder pattern, to name a few. We’ve experienced improvements in our preliminary English, language arts, and math Smarter Balanced Assessment (SBA) results in third through sixth grade. Districtwide SBA gains have either been on par or slightly above the state with three to seven percentage point gains on average. Bond update. The bond campaign is underway for the November 8 general election; passage of the bond will improve our schools and reduce overcrowding. Through a recent conversation with Congressman John Lewis who, sixty years ago, literally fought for the right for all of us to vote, Dr. Watts reminded the audience of the importance of exercising that right and responsibility on November 8.
Board Reports & Discussion Debbie Straus welcomed everyone back for another school year and expressed appreciation for the tour of the new TOP facility. Debbie also encouraged becoming a mentor.
Russ Hanscom stated that he is attending “Hooded or Being Black for Dummies” premiering on September 3 at Kent Station. Russ talked about the upcoming bond election, particularly that every school will benefit and he encouraged increasing that awareness of the voters.
Agda Burchard said that she appreciated the efforts to get school ready for students and that she is anxious to get back to focus on the board’s work. Agda mentioned that during a Race To The Top early learning site visit in Oregon, there was a dual generational approach in work around institutionalizing equity that perhaps could be replicated in Kent School District.
Maya Vengadasalam stated that she is looking forward to the Board/Superintendent Governance meetings. Maya attended the Leadership Team retreat and is hopeful with the discussions and hearing from Chanin Kelly-Rae and her future work in our schools at incorporating equity in School Improvement Plans and policy-based work. Maya thanked Agda for talking her to the Gates Foundation meeting where there was an intentional focus on teacher development. Maya also thanked Jenny Grajewski for the performance of Sweeney Todd. Maya announced the Kent Food Bank Breakfast on October 14 from 7-9 a.m. at Kent Covenant Church.
Karen DeBruler attended the Leadership Team Retreat and was impressed with the cross sector work and problem solving. Karen announced that the Board Superintendent Governance Team had met five times
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over the summer and is moving forward. Karen reported that she and Maya talked to Logan Ellis, director/producer of “Hooded or Being Black for Dummies,” who said that the playwright would be at Theater Battery tomorrow at 8 p.m. The performance is scheduled through September 10 at Kent Station and in Washington D.C. in December. Admission is free. Karen also reported on her work for the P-3 Leadership Institute.
Adjournment President DeBruler adjourned the regular meeting at 8:50 p.m.
KENT SCHOOL DISTRICT NO. 415 BOARD OF DIRECTORS
Meeting Chairperson
ATTEST:
Dr. Calvin J. Watts Secretary to the Board
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AUGUST 16, 2016 MEETING OVERVIEW
The purpose of this document is to provide an overview of the actions taken by the School Board and to provide a listing of the reports given. Anyone interested in viewing the full meeting, please visit the website listed below.
A Regular Meeting of the Board of Education came to order at 6:08pm at the call of Chair Tom Koehler in the Board Auditorium of the Blanchard Education Service Center, 501 N. Dixon Street, Portland, Oregon.
Attendance:
Present: Chair Koehler; Vice-Chair Kohnstamm; Directors Anthony, Buel, Knowles, and Esparaza Brown (via phone for Interim Superintendent vote only); Student Representative Bradley; Chief Executive Officer Yousef Awwad Absent: Director Esparza Brown
Student Comment
Michael Ioffe, Gabby Cosey, and Marin Christensen all asked that the Board place the next capital bond on the November 2016 ballot.
Public Comment
Tom Beckett: PPS has chosen not to fund any of its high school performing arts, yet PPS profits from the students and their successes. Mr. Beckett asked why the Board insists that high school art teachers must operate with a zero budget. You cannot sustain without investment.
Eric Lenard and Shaun Dalton asked the Board to place the next capital bond on the November 2016 ballot.
Tammy O’Neill, Cleveland Principal, Petra Callin, Madison Principal, and Carol Campbell, Grant Principal, all requested that the next capital bond be placed do the November 2016 ballot.
Action Items:
Interim Superintendent Recommendation Public Comment None
Bond Program Contingency Replacement Public Comment None
Reports:
Bond Accountability Committee Quarterly Report 2012 Capital Improvement Bond Quarterly Report Health and Safety Update
1
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 63 of 91
The Board approved the following items:
Resolution 5324: Authorization of Bond Program Contingency replenishment as Part of the 2012 Bond Program Resolution 5325: Interim Superintendent Recommendation Business Agenda
Adjourn
Chair Koehler adjourned the meeting at 8:36pm,
In accordance with ORS 192.650, the District’s official School Board meeting minutes are maintained via video recording, which can be viewed at https://www.youtube.com/playlist?list=PL8CC942A46270A16E. The agenda and back-up materials for this meeting can be accessed at http://www.pps.k12.or.us/departments/board/7862.htm. Please contact the School Board Office at 503-916-3741 for questions or help accessing information.
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 64 of 91
BOARD OF EDUCATION SCHOOL DISTRICT NO. 1J, MULTNOMAH COUNTY, OREGON
INDEX TO THE MINUTES
August 16, 2016
Board Action Number Page
Purchases, Bids, Contracts
5322 Revenue Contracts that Exceed $150,000 Limit for Delegation of Authority ...... 5323 Expenditure Contracts that Exceed $150,000 for Delegation of Authority ......
Other Matters Requiring Board Approval
5324 Authorization of Bond Program Contingency Replenishment as Part of the 2012 Bond Program ...... 5325 Interim Superintendent Recommendation ...... 5326 Minutes ......
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Purchases, Bids, Contracts
The Chief Executive Officer RECOMMENDED adoption of the following items:
Resolutions 5322 and 5323
Director Anthony moved and Director Knowles seconded the motion to adopt Resolution 5322. The motion was put to a voice vote and passed unanimously (6-yes, 0-no), with Director Esparza Brown absent and Student Representative Bradley voting yes, unofficial.
Director Anthony moved and Director Rosen seconded the motion to adopt Resolution 5323. The motion was put to a voice vote and passed unanimously (6-yes, 0-no), with Director Esparza Brown absent and Student Representative Bradley voting yes, unofficial.
Director Buel moved and Director Rosen seconded the motion that the contract with Hobson, Inc., contained in Resolution 5323, be tabled until September 6, 2016. The motion was put to a voice vote and passed unanimously (6-yes, 0-no), with Director Esparza Brown absent and Student Representative Bradley voting yes, unofficial.
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 66 of 91
RESOLUTION No. 5322 Revenue Contracts that Exceed $150,000 Limit for Delegation of Authority
RECITAL Portland Public Schools (“District”) Public Contracting Rules PPS-45-0200 (“Authority to Approve District Contracts; Delegation of Authority to Superintendent”) requires the Board of Education (“Board”) to enter into and approve all contracts, except as otherwise expressly authorized. Contracts exceeding $150,000 per contractor are listed below.
RESOLUTION The Superintendent recommends that the Board approve these contracts. The Board accepts this recommendation and by this resolution authorizes the Deputy Clerk to enter into agreements in a form approved by General Counsel for the District.
NEW REVENUE CONTRACTS No New Revenue Contracts
NEW INTERGOVERNMENTAL AGREEMENTS / REVENUE (“IGA/Rs”)
Responsible Contract Contract Administrator, Contractor Term Contract Type Description of Services Amount Funding Source Reynolds School 7/1/2016 Intergovernmental Columbia Regional Program $373,250 H. Adair District through Agreement will provide classroom services Fund 299 6/30/2017 IGA 63318 to deaf and hard of hearing Dept. 5422 regionally eligible children. Grant S0031 Centennial School 7/1/2016 Intergovernmental Columbia Regional Program $200,950 H. Adair District through Agreement will provide classroom services Fund 299 6/30/2017 IGA 63383 to deaf and hard of hearing Dept. 5422 regionally eligible children. Grant S0031 Portland Public 7/1/2016 Intergovernmental Columbia Regional Program $769,225 H. Adair Schools through Agreement will provide classroom services Fund 299 6/30/2017 IGA 63384 to deaf and hard of hearing Dept. 5422 regionally eligible children. Grant S0031 Gresham-Barlow 7/1/2016 Intergovernmental Columbia Regional Program $227,125 H. Adair School District through Agreement will provide classroom services Fund 299 6/30/2017 IGA 63385 to deaf and hard of hearing Dept. 5422 regionally eligible children. Grant S0031
AMENDMENTS TO EXISTING REVENUE CONTRACTS No Amendments to Existing Revenue Contracts
Y. Awwad
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 67 of 91
RESOLUTION No. 5323 Expenditure Contracts that Exceed $150,000 for Delegation of Authority
RECITAL Portland Public Schools (“District”) Public Contracting Rules PPS-45-0200 (“Authority to Approve District Contracts; Delegation of Authority to Superintendent”) requires the Board of Education (“Board”) enter into contracts and approve payment for products, materials, supplies, capital outlay, equipment, and services whenever the total amount exceeds $150,000 per contract, excepting settlement or real property agreements. Contracts meeting this criterion are listed below.
RESOLUTION The Superintendent recommends that the Board approve these contracts. The Board accepts this recommendation and by this resolution authorizes the Deputy Clerk to enter into agreements in a form approved by General Counsel for the District.
NEW CONTRACTS
Responsible Contract Contract Administrator, Contractor Term Contract Type Description of Services Amount Funding Source Earth2O 8/17/2016 Services Provide water dispensers and Original Term Y. Awwad through S 63371 five-gallon refillable water not-to-exceed Fund 101 8/17/2017 bottles at all District facilities. $750,000 Dept. 5591 Option to RFP 2016-2134 Not-to-exceed Project F1203 renew $3,750,000 annually over maximum through contract term 8/17/2021 Catalyst Pathways 8/29/2016 Personal Services Provide tutoring services in Original Term A. Lopez through PS 63311 math and literacy for Title I $184,626 Fund 205 6/15/2017 eligible students at private $755,000 over Dept. 5407 Option to schools. maximum Grant G1591 renew RFP 2015-1908 contract term. annually through 8/31/2020 Catapult Learning 8/29/2016 Personal Services Provide tutoring services in $205,361 A. Lopez West through PS 63345 math and literacy for Title I Fund 205 6/15/2017 eligible students at private Dept. 5407 schools. Grant G1591 RFP 2012-1497 Albina Head Start, 8/29/2016 Personal Services Provide child care program for $244,400 A. Lopez Inc. through PS 63423 36 infants and toddlers whose Fund 101 6/30/2017 parents are students enrolled in Dept. 4306 PPS Teen Parent Services at Roosevelt, Madison, and Franklin high schools. Direct Negotiation PPS 46-0525(4)
NEW INTERGOVERNMENTAL AGREEMENTS (“IGAs”)
Responsible Contract Contract Administrator, Contractor Term Contract Type Description of Services Amount Funding Source Portland State 9/1/2016 Intergovernmental Provide rigorous, college-level $159,000 A. Lopez University through Agreement courses to seniors at Jefferson Fund 101 6/30/2017 IGA 63341 and Roosevelt high schools. Dept. 5438
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 68 of 91
Other Matters Requiring Board Approval
The Chief Executive Officer RECOMMENDED adoption of the following items:
Resolutions 5324 through 5326
During the Committee of the Whole, Director Anthony moved and Director Kohnstamm seconded the motion to adopt Resolution 5324. The motion was put to a voice vote and passed by a vote of 5-1 (5-yes, 1-no [Knowles]), with Director Esparza Brown absent and Student Representative Bradley voting yes, unofficial.
During the Committee of the Whole, Director Anthony moved and Director Knowles seconded the motion to adopt Resolution 5325. The motion was put to a voice vote and passed unanimously (7-yes, 0-no), with Director Esparza Brown voting via phone and Student Representatively Bradley voting yes, unofficial.
Director Anthony moved and Director Knowles seconded the motion to adopt Resolution 5326. The motion was put to a voice vote and passed unanimously (6-yes, 0-no), with Director Esparza Brown absent and Student Representative Bradley voting yes, unofficial.
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 69 of 91
RESOLUTION No. 5324
Authorization of Bond Program Contingency Replenishment As Part of the 2012 Capital Bond Program
RECITALS
A. Sixty Six percent (66%) of Portland Public School District (“PPS”) voters approved a ballot measure in November 2012 for a Portland Public Schools bond to improve schools.
B. The approved 2012 Capital Bond Program includes the full modernization of three comprehensive high schools: Franklin, Grant, and Roosevelt with the replacement of the Faubion PK-8 School.
C. Following voter approval of the capital bond program a community-wide visioning process resulted in Resolution No. 4800 adopting the Education Facility Vision as part of the District-wide Education Specifications.
D. Consistent with the Facility Vision, phase 2 of the Education Specification process ensued resulting in a comprehensive high school area program which includes required core and advanced educational program; fine and performing arts; athletics; administration; counseling/career; SPED; ESL; student center/commons (also serves as cafeteria); media center; miscellaneous educational, student, custodial, mechanical and electrical support spaces; enhanced electives; partner/community use; and wrap-around service providers.
E. The 2012 capital bond program was developed with individual project contingencies, a $45 million program-level escalation contingency, and a $20 million program-level bond reserve for use at the Board’s discretion consistent with the projects identified in the voter- approved ballot measure.
F. Resolution 4840 was adopted and authorized increasing capacity for Franklin, Roosevelt and Grant High Schools with the use of $10 million program-level bond reserve funding for implementation.
G. The Franklin High School Modernization Project is currently approaching 50% complete and has used its project contingency as planned to effectively compensate the contractor for differing site conditions to include unplanned asbestos abatement, mitigation of subsurface rock, unseasonal weather conditions and the procurement of all subcontracts. Additional contingency is required to replenish the project for unplanned costs.
H. Staff is recommending that $6 million be moved from the program-level bond reserve funding to the Chief of School Modernization Program Reserve to replenish the Franklin High School Modernization contingency funding to a level deemed appropriate by both the Program and Project Management Teams.
RESOLUTION
The Board of Education directs staff to allocate $6 million of funds from the program level bond reserve to replenish the Franklin High School Modernization project contingency.
J. Vincent
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RESOLUTION No. 5325
Interim Superintendent Recommendation
RECITALS
A. On July 20, 2016, the Board of Education (“Board”) adopted Selection Criteria for an Interim Superintendent.
B. The application process for Interim Superintendent was open from July 21, 2016 through August 3, 2016.
C. On August 4, 2016, the Board reviewed all applications received for Interim Superintendent and selected five candidates to interview. Candidates were interviewed on August 11 and August 15, 2016, and an Open House was held for the general public on August 16, 2016.
RESOLUTION
The Board of Education for Portland Public Schools directs the extension of an offer of employment to Robert McKean as Interim Superintendent, conditional on successful completion of a background check, and authorizes the Board Chair to coordinate with the Chief Human Resources Officer regarding the offer and its terms. The terms and conditions of Mr. McKean’s employment will be set forth in an employment agreement to be approved by the Board at a later date.
RESOLUTION 5326
Minutes
The following minutes are offered for adoption:
August 4, 2016
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 71 of 91 Portland Public Schools District 1J, Multnomah County, Oregon Board of Education’s Teaching and Learning Committee
August 7, 1015 Informal Minutes
The meeting of the Board’s Teaching and Learning Committee convened on the above date at 10:06 am at the call of Chair Steve Buel in the Mazama Conference Room of the Blanchard Educations Service Center, 501 N. Dixon St., Portland, OR 97227.
There were present:
Board Members Steve Buel-Chair Amy Kohnstamm- committee member Julie Esparza Brown- committee member Paul Anthony
Staff Antonio Lopez-Assistant Superintendent of School Performance Chris Russo-Assistant Superintendent of Teaching and Learning Ewan Brawley-Senior Director of Instruction, Curriculum and Assessment Amanda Whalen-Chief of Staff Sean Murray-Chief Human Resources Officer Lolenzo Poe-Chief Equity and Diversity Officer Rick Kirschmann-Director of School Climate and Discipline Ed Krankowski-Assistant Director of Special Education Rosanne Powell-Board Manager
WELCOME AND INTRODUCTIONS
Introductions were made. Chair Buel gave a welcome and explained the committee structure and the responsibility of the committee.
READING AND WRITING CURRICULUM
Chris Russo, asked Ewan Brawley to discuss the Reading and Writing curriculum. There is currently a curriculum adoption and advisory committee that consists of teachers and other program representatives, tasked with putting together priority standards and reviewing resources. Currently there is a series of pilots going on at different schools. The District is looking at a 6-12 grade Language Arts adoption for 2016 with a variety of tools to meet student needs. The last Language Arts adoption for PK-5 was in 2007, when the districted adopted Scott Foresman Reading Street. Ewan Brawley also shared his work with PAT this past spring on curriculum adoption as well as implementation and professional development for what we adopt. Director Esparza Brown inquired how reading intervention fits in. Ewan Brawley shared we need a viable core program in place for all kids but we need explicit targeted and timely resources in place as well, which will be part of the primary investment. Chair Buel asked which schools offered enhancement training. Ewan Brawley shared that this past year, all teachers were offered the enhancement PD, not just for targeted schools as in years past. Director Esparza Brown asked how SPED and DLI fit in. It was shared that those departments have been included in the process from the beginning, including the adoption of ELD materials and how those support dual language learners as well. Director Esparza Brown stated she wants SPED to be part of the core adoption. It was shared we are addressing the gaps that have been identified for SPED and we are including SPED as part of that process. Ed Krankowski stated that Goalbook is a resource we are offering to all teachers by 2016-2017, to help them differentiate for all learners.
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Teaching and Learning Committee Meeting August 7, 2015 Page 2 of 2 ––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––– Ewan Brawley shared that we need to offer job embedded professional development for a successful implementation in whatever we adopt. Director Esparza Brown asked about assessment and if we have a consistent metric for measuring. It was shared that Diebels Next and IDEL are the district’s common assessment for K-3. Chris Russo shared his experience with using it to measure beyond 3rd grade. Director Esparza Brown asked how the new law around Dyslexia fits in. It was shared that we are partnering with outside organizations to offer professional development to build awareness on how to support students. Chair Buel asked if we are connecting the assessment committee and the reading committee together. The answer is “yes”, they are working together. The Committee discussed the role technology has and our partnership with the Mt. Hood Cable Regulatory Commission around PK-3 reading and the implications of using technology in Teaching and Learning.
PROFESSIONAL DEVELOPMENT
The Committee asked how we decide the amount of professional development to give and if we include teachers in planning. Chris Russo covered what professional development looked like the past and what the model is moving forward. This year we have reading specialists deployed to schools that will facilitate peer to peer training. This might include modeling and demonstration lessons. This summer PPS had the Literacy Institute in June and worked this month with Linda Christianson and the Oregon Writing Project to develop social justice curricula to make available as part of literacy adoption.. Chris Russo spoke on models of digital training to consider. The Committee discussed ways to track effectiveness of professional development specifically in student gains and the need to standardize professional development across all departments. Director Kohnstamm asked how we identify excellent teaching district wide.
DISPARATE DISCIPLINE
The Committee discussed the perceived changes in discipline incidents this past Spring. The change in the restraint laws was discussed as well as the change in statute to limit out of school discipline for K-5 students. Chair Buel asked for an update on how we are supporting these changes. Lolenzo Poe spoke about the need to identify the supports schools need. Rick Kirschmann asked schools to voice concerns so we can development school climate plans. He also shared with the Committee how we support discipline in schools through his department. Chair Buel asked what the short term plan was for behavioral problems. Director Esparza Brown asked how are we supporting kids who have unique needs. Ed Kranskowski shared with the committee this year’s early transition team plan for incoming kindergarteners and the support for SPED building teams. Marty Pavlick from PAT stated that he believed there had been more incidents of teacher assault primarily in North and Northeast Portland by African American boys in special education grades K-3 and that the Superintendent had not been receiving notice of these assaults per the contract. Lolenzo Poe said we need to look into this and so that we can identify the supports that are appropriate to the situation. PAT has put out discipline survey which will be shared in the future.
NEXT STEPS AND ACTION ITEMS
None at this time.
Chair Buel adjourned the meeting 12:10 pm.
Submitted by:
______
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 73 of 91 Rosanne Powell, Board Manager PPS Board of Education
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School Board Meeting (Monday, August 15, 2016) Generated by Katy Grant on Thursday, September 22, 2016
A complete recording of this meeting is located on the Anchorage School District Website: Link
Members present Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling
Members absent Bettye Davis
Meeting called to order at 4:03 PM
A. Work Session (4:006:00 pm)
For a detailed discussion, please refer to the recorded video posted on the ASD website: Link
1. ALICE Overview Mr. Mark Davis, Director Safety and Security, gave the ALICE training overview. He spoke about current lock down drills, federal recommendations, and reviewed three incidents that involved active shooters. He spoke about the trainings for ALICE (Alert Lockdown Inform Counter evacuate) moving forward.
There was discussion among Board Members and Administration on protocols; trainings in schools; substitute teachers; and communication with schools, parents, and community.
2. Board Initiatives Dr. Paramo and Board Members discussed Board initiatives and aligning them to goals and priorities. Which initiatives address goals, intent of what Board members want, student achievement, community partners, equity in schools, CIP, and bonding were all points of discussion as well.
The Administration will work with the list of Board initiatives and catagorize them into "large", "small", and "already working on" to help focus and prioritize.
Ms. Emma Potter, Student School Board Representative, noted the initiatives she believed would interest students; extending the school day, school year calendar, and alternative programs. She will present these intitiatives to the SAB membership and report back to the Board.
3. Focus on Staff and Students Ms. Lynn and Mr. Bob Bannon recognized Dr. Paramo for her leadership and focus on student achievement.
Dr. Paramo spoke about the new staff and student recognitions.
Dr. Paramo recognized the South Anchorage High School softball and baseball teams for their winning of the State Championship.
B. Executive Session (6:007:00 pm)
1. Superintendent Evaluation There shall be no release of this tape of the executive session as it pertains to matters required to be confidential by law relative to right to privacy matters.
C. Regular Session (7:00 pm start)
1. Call to Order, Roll Call President AgostiGisler called the Regular Session to order at 7:06pm.
All members were present except Ms. Davis.
2. Opening Statement Ms. Emma Potter, Student School Board Representative, read the opening statement.
3. Flag Salute Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 75 of 91 http://www.boarddocs.com/ak/asdk12/board.nsf/Public 1/6 11/4/2016 BoardDocs® Pro
4. Approval of Agenda The agenda was approved as presented.
D. Public Testimony on NonAgenda Items There was no public testimony.
E. Reports
1. Superintendent Update Dr. Paramo spoke about registration and enrollment. Board members and Dr. Paramo discussed the enrollment, kindergarten and first grade start date (communicating alternate days to register), and charter school enrollment.
Dr. Paramo discussed professional development going on in the District, and an inservice day that was moved for teachers. Also discussed were future changes to the Boardroom; more community accessibility, monitors for Board Members, creating a better set up for large groups (professional development), and ccreating a more professional space.
2. Student Advisory Board Representative Report There was no report, the Student Advisory Board will have it's first meeting on September 8, 2016.
3. Board Committee Reports Committee Chair Update document
Ms. AgostiGisler reported on the Adhoc Committee meeting. The committee worked to finalize language for the Code of Conduct, this will be sent to the Board electronically and is anticipated to be voted on at the September 8th meeting.
Ms. Marsett reported on the Communications Committee meeting, she spoke about the AASB resolutions (same as last year except for one new), she reviewed the new resolution on school improvement and student achievement. A memo will be drafted for the September 8th meeting for the Board to vote on the AASB resolutions. Also discussed and worked on by the committee is a new communication plan with legislators, and Board legislative priorities (Ms. Marsett requested a work session or Adhoc meeting for the Board to discuss the priorities).
Ms. Snelling noted there has not been a Finance Committee meeting since the last meeting on August 1st, the next meeting is scheduled for September 8th.
Ms. Plunkett reported on the Governance Committee. There are three policy revisions moving forward at the September 8th meeting; safety drills and crisis plan, student representative, and financials. The next meeting is scheduled for September 14th, the Code of Conduct will be discussed (pending approval at the September 8th meeting).
F. Consent Agenda
Action (Consent): 1. Voting on Consent Agenda items
Ms. Emma Potter, student representative to the Board voice vote: Yea
Resolution: To approve the Consent Agenda.
To approve the Consent Agenda.
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action (Consent), Minutes: 2. April 4, 2016 Regular Session Minutes Resolution: To approve the April 4, 2016 Regular Session minutes.
To approve the Consent Agenda.
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 76 of 91 http://www.boarddocs.com/ak/asdk12/board.nsf/Public 2/6 11/4/2016 BoardDocs® Pro Action (Consent), Minutes: 3. April 18, 2016 Regular Session Minutes Resolution: To approve the April 18, 2016 Regular Session minutes.
To approve the Consent Agenda.
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action (Consent), Minutes: 4. May 16, 2016 Regular Session Minutes Resolution: To approve the May 16, 2016 Regular Session minutes.
To approve the Consent Agenda.
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action (Consent), Minutes: 5. June 6, 2016 Early/Executive Session Minutes Resolution: To approve the Early/Executive Session minutes.
To approve the Consent Agenda.
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action (Consent), Minutes: 6. June 6, 2016 Regular Session Minutes Resolution: To approve the June 6, 2016 Regular Session minutes.
To approve the Consent Agenda.
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action (Consent), Minutes: 7. June 20, 2016 Early/Executive Session Minutes Resolution: To approve the June 20, 2016 Early/Executive Session minutes.
To approve the Consent Agenda.
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action (Consent), Minutes: 8. June 20, 2016 Regular Session Minutes Resolution: To approve the June 20, 2016 Regular Session minutes.
To approve the Consent Agenda.
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 77 of 91 http://www.boarddocs.com/ak/asdk12/board.nsf/Public 3/6 11/4/2016 BoardDocs® Pro G. Action Items
Action: 1. ASD Memorandum #003 Resolution in Support of Fetal Alcohol Spectrum Disorders Awareness Day There was no public testimony for ASD Memorandum 003.
To adopt a resolution recognizing Sept. 9, 2016 as Fetal Alcohol Spectrum Disorders Awareness Day.
Ms. Emma Potter, student representative to the Board voice vote: Yea
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action: 2. ASD Memorandum #001 Acceptance of formula Grant Award: Title VII Indian Education Supplemental There was no public testimony for ASD Memorandum 001.
Ms. Marsett asked for details on the program; what the funds are used for, benefit to students, and what the program does.
Ms. Doreen Brown, Executive Director Title VII Indian Education, highliged the program; she spoke about direct and indirect services, staff in schools, culturally relevent activities, and SEL practices.
To approve and authorize the superintendent to accept formula grant funds from the U.S. Department of Education, Office of Indian Education, in the amount of $10,360. The time period associated with this supplemental grant is July 1, 2016 to June 30, 2017.
Ms. Emma Potter, student representative to the Board voice vote: Yea
Motion by Elisa Snelling, second by Kathleen Plunkett. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action: 3. ASD Memorandum #002 2016 Charitable Giving Campaign REVISED There was no public testimony for ASD Memorandum 002.
To approve the inclusion of the United Way of Anchorage and its member agencies, as shown in Attachment A, in the district's 2016 Charitable Giving Campaign. It is further recommended to approve the inclusion of the independent agencies shown in Attachment B.
Ms. Emma Potter, student representative to the Board voice vote: Yea
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action: 4. ASD Memorandum #005 Acceptance of Grant Award: Project Ki'L There was no public testimony for ASD Memorandum 005.
To approve and authorize the superintendent to accept a grant from the U.S. Department of Education Alaska Native Education Equity Program in the amount of $603,881 for the first year of a threeyear project.
Ms. Emma Potter, student representative to the Board voice vote: Yea
Motion by Elisa Snelling, second by Starr Marsett. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action: 5. ASD Memorandum #006 Budget Amendment for FY 201617 There was no public testimony for ASD Memorandum 006. Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 78 of 91 http://www.boarddocs.com/ak/asdk12/board.nsf/Public 4/6 11/4/2016 BoardDocs® Pro
To approve the use of $3,288,150 of General Fund, $500,000 of Pupil Transportation Fund and $3,000,000 of Debt Service Fund fund balances to support expenditures for FY 201617 and approve an upper limit increase of $2,202,806 to the Food Service Fund with a corresponding reduction in the Capital Projects Fund upper limit authorization.
Ms. Emma Potter, student representative to the Board voice vote: Yea
Motion by Elisa Snelling, second by Kameron PerezVerdia. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
Action: 6. ASD Memorandum #012 Personnel Report with Addendum There was no public testimony for ASD Memorandum 012.
President AgostiGisler explained that School Board members are assigned to schools and areas of town (grouped by high school). A new practice of the Board will be that Board Members recognize new principal appointments within their areas during the Personnel Report.
Ms. AgostiGisler (in Ms. Davis' absence) recognized Diane Hoffbauer, principal at Susitna Elementary.
Ms. Plunkett recognized Ms. Lisa Huffman, principal Bear Valley Elementary; Mr. David Crystal, acting principal Klatt Elementary; and Mr. Eric Viste, principal Girdwood K8 school.
Ms. Snelling recognized Ms. Patricia Ahrens, principal Inlet View Elementary.
Ms. Marsett recognized Ms. Nuri Johnsen, principal Rogers Park Elementary; and Ms. Likka McCauley, acting principal Williwaw Elementary.
Ms. AgostiGisler recognized Ms. Kim Bautista, principal Ravenwood Elementary.
Dr. Paramo recognized principals from the August 1st Addendum report; Ms. Brenda Cheathon, principal Orion Elementary; Ms. Julie Sery, Principal North Star Elementary; and Ms. Christine Garby, Principal Fire Lake Elementary. Dr. Paramo also recognized three principals who have recently been appointed to supervisory positions at the Education Center; Mr. Dan Barker, Ms. Heather Mildon, and Mr. Marcus Wilson.
To approve the Personnel Report with Addendum.
Ms. Emma Potter, student representative to the Board voice vote: Yea
Motion by Elisa Snelling, second by Starr Marsett. Final Resolution: Motion Passes Yea: Tam AgostiGisler, Pat Higgins, Starr Marsett, Kameron PerezVerdia, Kathleen Plunkett, Elisa Snelling Absent: Bettye Davis
H. NonAction Items
1. ASD Memorandum #009 Approval of Lease Agreement: STrEaM Academy Charter SchoolREVISED
2. ASD Memorandum #010 Acceptance of Grant Award: Alaska PreKindergarten Program Dr. Paramo indicated that additional information has been included in the memo clarifying a Board Member's question on how many students this award provides opportunities for.
3. ASD Memorandum #013 Alaska Department of Education and Early Development FY 2018 Capital Improvement Project Grant Applications In response to Board Member questions that were submitted during the week, Dr. Paramo and Mr. Tom Roth, Chief Operations Officer, clarified the process for project grant applications; when districts have new major maintenance, depending on the urgency of the project, it is not uncommon that there is insufficient time to go through the DEED process. District's recieve points for "helping themselves" and moving forward with the work, when funding becomes available, those district's may be elidgible for reimbursement.
There was also discussion on the 10% hold over; if the state does reimburse the District, those funds would be revenue the Board could add back to the budget.
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 79 of 91 http://www.boarddocs.com/ak/asdk12/board.nsf/Public 5/6 11/4/2016 BoardDocs® Pro 4. ASD Memorandum #016: Acceptance of Continuation Grant Awards: 21st Century Alaska Community Learning Centers
I. Future Items/Future Business There were no requests for future business items from Board Members.
J. Public Testimony on NonAgenda Items Ms. Deena Mitchell testified in support of the new board room set up and more of a connection with the community.
K. School Board & Administration Comments/Communications Mr. Higgins spoke about visiting schools, not too many activities yet with school just starting.
Ms. Marsett attended the site tour of Rabbit Creek Elementary, she thanked Capital Planning and Construction (CP&C) department for a great job done; school looks great, functional, on time, and under budget.
Dr. Paramo talked about the start up of school, and administrators reaching out to support. She thanked the principals who attended the meeting and noted that principal leadership matters (meeting needs of teachers and students). Dr. Paramo thanked staff and is looking forward to a great school year.
Ms. Snelling wished everyone a good start to the school year next week. She spoke about the trickle down effect from legislators and encouraged everyone to vote tomorrow in the Primary Election.
Ms. Plunkett attended the site tour of Rabbit Creek Elementary and spoke positively of the new building and efficiencies. She also spoke about the Student Nutrition Department, their hard work over the summer, new menu and increased revenue; she noted that the Student Nutrition Department catered the School Board dinner, the food was excellent.
Ms. AgostiGisler assisted her exchange student with registration at East High, she gave a shout out to the school (registrar, counselor, teachers) who welcomed her warmly and made it a very positive experience. Ms. AgostiGisler also spoke about the numerous community members in the school distributing school supplies.
Ms. AgostiGisler discussed "Chalk the Walk" taking place tomorrow at Wendler, Airport Heights, and Lake Otis getting ready for the first day of school.
Ms. Emma Potter shared that she is excited to be back, working with the Board, and the new advisor of the Student Advisory Board (SAB).
L. Adjournment
Ms. Snelling MOVED to adjourn the School Board meeting. Ms. Marsett seconded, the meeting adjourned at 8:17 pm.
A complete recording of this meeting is located on the Anchorage School District Website: Link
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 80 of 91 http://www.boarddocs.com/ak/asdk12/board.nsf/Public 6/6 Minneapolis Public Schools – Board of Education Special School District No. 1 Regular Meeting
August 16, 2016
I. CALL TO ORDER Call to Order of the Board of Education. Pursuant to due notice mailed to each member of the Board of Education not less than three days prior to the time of such meeting, the Board members met in a regular meeting at the John B. Davis Educational Services Center on August 16, 2016, commencing at 5:39 pm. Chairperson Arneson called the meeting to order.
Present: Directors: Siad Ali, Jenny Arneson, Tracine Asberry, Carla Bates, Kim Ellison, Rebecca Gagnon, Nelson Inz, Josh Reimnitz, Don Samuels – 9; Superintendent – Ed Graff – 1; Student Representative (ex-officio) Munye – 1
II. APPROVAL OF AGENDA MOTION: Director Bates moved, seconded by Director Gagnon that the Board of Education, Special School District No. 1, approve the agenda as presented. The motion to approve the agenda was put to a vote and carried out unanimously by those present. . III. APPROVAL OF MINUTES
MOTION: Director Gagnon moved, seconded by Director Reimnitz that the Board of Education, Special School District No. 1, approve the Minutes from the July 12, 2016, board meeting. The motion to approve the Minutes was put to a vote and carried out unanimously by those present.
IV. APPROVAL OF CONSENT AGENDA These action items represent those that do not involve major policy decisions, budget decisions, taxing decisions, bond awards or items related to the Superintendent’s contract of evaluation. Business items on this agenda are previously authorized or budgeted expenditures.
MOTION: Director Bates moved, seconded by Director Gagnon that the Board of Education, Special School District No. 1, approve the consent agenda and adopt the recommendations as presented by the Superintendent. The motion to approve the consent agenda as presented was put to a vote and carried out unanimously by those present.
V. RECOGNITIONS FROM THE SUPERINTENDENT OF SCHOOLS o Step-Up Interns
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Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 81 of 91
VI. PUBLIC COMMENT PUBLIC COMMENTS The public may address the Board on any issue. The following delegations spoke during Public Comments: Gary Marvin Davison Sara Fischer Anna Theyers Jamie Baumgart Cecil Ramnaraine Jessica Wiley Eric Sumner Elizabeth Campbell Jean Anderson Rolf Carlsen Ella Rank Scott Schluter Shovanna Malloy-Rydeen Max Hoiland Sarah Combellick-Bidney Londel French Buzzy Bohn Emily Flowers Mustafa Dirlye
VII. OPENING REMARKS FROM THE SUPERINTENDENT OF SCHOOLS
A. Data Presentation: Quarterly Report (Eric Moore)
VIII. VOTES ON RESOLUTIONS FROM THE SUPERINTENDENT OR BOARD OF DIRECTORS
A. RESOLUTION REGARDING REFERENDUM ELECTION ON NOVEMBER 8, 2016 WHEREAS, The Board of Directors of Special School District No 1. has determined that it is necessary for the school district to renew its current voter approved referendum revenue authority of $1,604.31 per pupil, which is set to expire after taxes payable 2016; and
WHEREAS, The proposed referendum revenue authorization would be applicable for nine (9) years, beginning with taxes payable in 2017, the first year it is to be levied, and would increase annually thereafter by the rate of inflation as set by Minnesota law; and
WHEREAS, The proposed referendum revenue would be used to manage class sizes and provide supportive services and activities for students.
NOW, THEREFORE BE IT HEREBY RESOLVED that the Board of Directors of Special School District No 1. call a special election and such notice is hereby given, in accordance with the following procedures and others as may be required:
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Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 82 of 91 The ballot question shall be submitted to the qualified voters of the school district a special election which is hereby called and directed to be held in conjunction with the November 8, 2016 general election.
For the ballot question, the property tax portion of the revenue authorized will require an estimated referendum tax rate of approximately 0.11645% of the referendum market value of all classes of taxable property in the School District, as defined by Minnesota Statutes.
The projected annual dollar amounts for typical property within the School District are as shown in the table below, subject to an annual increase at the rate of inflation. The figures in the table below are based on taxes for the voter approved referendum levy only and do not include taxes for other purposes.
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Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 83 of 91
The clerk is hereby authorized and directed to cause written notice of said special election to be provided to the County Auditor and to the Commissioner of Education as soon as feasible, but no later than August 24, 2016. The notice shall specify the date of said special election and the title of the language of the ballot question to be voted on at said special election.
The clerk is hereby authorized and directed to cause notice of said special election to be posted at the administrative office of the school district at least ten (10) days before said special election.
The clerk is hereby authorized and directed to cause a sample ballot to be posted at the administrative offices of the school district at least four (4) days before the date of said special election. The sample ballot shall not be printed on the same color paper as the official ballot.
The clerk is hereby authorized and directed to cause a notice of the election to be mailed by first class mail to each taxpayer in the school district at least fifteen (15) but no more than thirty (30) days prior to the date of the special election. The notice shall contain the required projections and the required statement specified in applicable Minnesota Statutes. The clerk is also directed to cause a copy of this notice to be submitted to the Commissioner of Education and the County Auditor at least fifteen (15) days prior to the day of the election.
The clerk is authorized and directed to acquire and distribute such election materials and to take such other actions as may be necessary for the proper conduct of this special election and generally to cooperate with election authorities conducting other elections that date.
The clerk is further authorized and directed to cooperate with the proper election officials to cause ballots to be prepared for use at said election in substantially the following form, with such changes in form and instructions as may be necessary to accommodate the use of an optical scan voting system and other such election requirements:
SCHOOL DISTRICT QUESTION RENEWAL OF EXPIRING REFERENDUM REVENUE AUTHORIZATION
The Board of Special School District No. 1 (Minneapolis Public Schools) has proposed to renew the school district's existing referendum revenue authorization of $1,604.31 per pupil, which is scheduled to expire after taxes payable in 2016. The revenue will be used to manage class sizes and provide supportive services and activities for students. The proposed referendum revenue authorization would increase each year by the rate of inflation and be applicable for nine years, beginning with taxes payable in 2017, unless otherwise revoked or reduced as provided by law.
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Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 84 of 91
MOTION: Director Inz moved, seconded by Director Asberry, that the Board of Education, Special School District No. 1, approve the resolution regarding the Referendum Election on November 8, 2016. The motion to approve the resolution was put to a vote and carried out unanimously.
B. RESOLUTION REGARDING APPROVAL OF THE 2015-2017 COLLECTIVE BARGAINING AGREEMENT BETWEEN SPECIAL SCHOOL DISTRICT NO.1, AND MFT LOCAL 59, ADULT BASIC EDUCATION (ABE) TEACHERS.
WHEREAS, Special School District No. 1 (District) and MFT Local 59, Adult Basic Education Teachers (Union) were parties to a collective bargaining agreement for the period of July 1, 2013, through June 30, 2015; and
WHEREAS, the collective bargaining agreement between the District and Union expired on June 30, 2015; and
WHEREAS, the District and Union engaged in collective bargaining negotiations, and reached a tentative agreement on a successor agreement through June 30, 2017; and
WHEREAS, the Union membership voted affirmatively to ratify the successor agreement.
NOW, THEREFORE BE IT HEREBY RESOLVED, that the Board of Directors of Special School District No. 1 hereby approve the collective bargaining agreement between Special School District No. 1, and MFT Local 59, Adult Basic Education Teachers effective July 1, 2015, through June 30, 2017.
MOTION: Director Arneson moved, seconded by Director Gagnon, that the Board of Education, Special School District No. 1, approve the resolution approving the collective bargaining agreement with MFT Local 59, Adult Basic Education teachers. The motion to approve the resolution was put to a vote and carried out unanimously by those present.
C. RESOLUTION REGARDING APPROVAL OF THE 2015-2017 COLLECTIVE BARGAINING AGREEMENT BETWEEN SPECIAL SCHOOL DISTRICT NO.1, AND MINNESOTA TEAMSTERS PUBLIC AND LAW ENFORCEMENT EMPLOYEES, LOCAL 320 (GROUNDS).
WHEREAS, Special School District No. 1 (District) and Minnesota Teamsters Public and Law Enforcement Employees, Local 320 (Union) were parties to a collective bargaining agreement for the period of July 1, 2013, through June 30, 2015, and
WHEREAS, the collective bargaining agreement between the District and Union expired on June 30, 2015; and
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Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 85 of 91
WHEREAS, the District and Union engaged in collective bargaining negotiations, and reached a tentative agreement on a successor agreement through June 30, 2017; and
WHEREAS, the Union membership voted affirmatively to ratify the successor agreement.
NOW, THEREFORE BE IT HEREBY RESOLVED, that the Board of Directors of Special School District No. 1 hereby approve the collective bargaining agreement between Special School District No. 1, and Minnesota Teamsters Public and Law Enforcement Employees, Local 320, effective July 1, 2015, through June 30, 2017.
MOTION: Director Arneson moved, seconded by Director Bates, that the Board of Education, Special School District No. 1, approve the resolution approving the collective bargaining agreement with Teamsters, Local 320. The motion to approve the resolution was put to a vote and carried out unanimously by those present.
IX. REPORTS, PRESENTATIONS AND RECOMMENDATIONS FROM THE SUPERINTENDENT OF SCHOOLS A. Presentation of the Annual Student Resource Officers Contract Review (Steve Flisk/Jason Matlock)
B. Recommendation to rename Burroughs Auditorium in honor of Tim Cadotte (Superintendent Graff)
C. Non-Represented Employee Compensation Plan (Superintendent Graff)
X. NEW BUSINESS (NONE)
XI. REPORTS FROM BOARD STANDING COMMITTEE CHAIRS/ REPORTS AND COMMENTS FROM BOARD OF EDUCATION DIRECTORS A. Director Inz: School starts between now and next Business meeting, wish everyone well and hopes the year gets off to a great start. B. Director Reimnitz: Invites everyone to join Superintendent Graff and Director Reimnitz tomorrow night for a Meet and Greet at Elliot Park Recreation Center from 6 – 7:30 p.m. Policy Committee met last week and discussed next stages for this policy process. A few action items: Director Reimnitz; articulating the process more clearly of how we arrived at this stage in draft, Nan Miller; lead on document on how the current policy manual connects to the draft that we have, already created a piece that lists current policies and her recommendations on how to move forward and the reasoning for those recommendations, doing a lot of the work on the requests Directors made at the Board Retreat, Director Arneson; scenarios for the pressure test, how the policy manual would help guide the board if certain scenarios came up; Director Samuels working on getting in touch with former board members and other stakeholders. Also, how would this help with the need to address policies regularly. Amy Moore is also working on where these policies should live and how we could be more transparent. At the Policy Committee meeting also discussed recess. C. Director Arneson: Note that the September board meeting will be the 3rd Tuesday of the month instead of the 2nd; there are several months this year this will happen due to 6 | P a g e
Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 86 of 91 religious holidays and other conflicts. Tenth Annual Eastside BBQ is coming up on Thursday August 25. Director Samuels, Superintendent Graff and I represented the board at the Youth Coordinating Board earlier this month. Some cross-over with Youth Congress. D. Director Ellison: Was invited by Indian Ed to the MOA Steering Committee as the MOA is reviewed and renewed every year. There is a timeline set, so it will come before the board in November, both groups will vote on it in December. They have put together a steering committee and various subcommittees to review. They want to narrow down the number of things to keep track of. Please let me know if you have any questions. E. Director Bates: Good luck to all of the kids who are starting school coming up. The Minnesota School Board Association did strategic planning and they identified equity and diversity as a major issue. Their summer seminar was devoted to it, it was pretty well attended, more directors of color at an MSBA event than ever before. Sent out an email, would like to elect a director of color to serve on the Executive Committee – currently no directors of color on MSBA. 1/3 of students in Minnesota are students of color, by 2020 it will be ½. Has floated the idea of having a special caucus to represent directors of color. Would ask for your support at the Delegate Assembly this year, first weekend in December, and then vote on at the Leadership Conference is 11, 12, 13 in downtown Minneapolis and that is where MSBA votes on the new person to be on the Executive Committee. F. Director Ali: District 3 is the most diverse district in the City of Minneapolis, large numbers of Natives, East Africans, Latinos, Caucasian; we are looking forward to welcoming our new Superintendent on September 7. I am humbly asking residents of the City of Minneapolis, please vote yes this coming November and support our Minneapolis kids. G. Director Gagnon: Congratulations to the students that are starting school both at MPS and those starting college, exciting to see all of the things students do after graduation. Finance Committee will be talking about Levy. Percentage from Dept of Education around September 8, then we have to vote by September 30 to approve our preliminary number, and then we vote officially in December – so please pay attention to that. Nan Miller will be presenting to Finance information around the Finance and Operations policy. Support Director Bates around the MSBA conversation, they advocate for us at the legislature, hard to have an equity lens when there is no diversity on the board. Just returned from Chicago, the National Assessment Governing Board meetings once per year in a Director’s city. They will be hosting the next one in May in Minneapolis. Illinois just replace standardized tests across high schools in Illinois with the ACT.
XII. ADJOURNMENT MOTION: Director Reimnitz moved, seconded by Director Asberry that the Board of Education, Special School District No. 1, adjourn the meeting at 10:02 pm. The motion to adjourn was put to a vote and carried out unanimously.
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Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 87 of 91 FULL LIST OF CONSENT AGENDA A. Personnel 1. Personnel List B. Contracts Requiring Board of Education Approval 1. AchieveMpls Department: Contract Alternatives Approver: Leslie Lewandowski Contract Type: Master Contract Amount: $110,000 RFP Done? No Why Not? Already providing this good or service
2. Airport / Airline Taxi Cab Corp Department: Educational and Cultural Services, Indian Education Approver: Susanne Griffin Contract Type: Master Contract Amount: $106,000 RFP Done? Yes
3. Allied Waste Department: Plant-Maintenance Approver: Ibrahima Diop Contract Type: Master Contract Amount: $632,560 RFP Done? No Why Not? State, Cooperative or Joint Power Contract
4. AmSan Department: Plant-Operations Approver: Ibrahima Diop Contract Type: Master Contract Amount: $676,151.81 RFP Done: No Why Not? Purchased off State, Cooperative or Joint Powers Contract
5. Bergin Fruit Co Inc Department: Culinary and Nutrition Services Approver: Ibrahima Diop Contract Type: Master Contract Amount: $250,000 RFP Done? Yes
6. Catholic Charities Department: Funded Programs and School Improvement Approver: Susanne Griffin Contract Type: Master Contract Amount: $169,037 RFP Done? Yes
7. Change Inc. Department: Special Education Approver: Ibrahima Diop
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Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 88 of 91 Contract Type: Master Contract Amount: $130,000 RFP Done? No Why Not? Already Providing This Good or Service to MPS
8. College Nannies & Tutors #1, LLC Department: Funded Programs and School Improvement Approver: Ibrahima Diop Contract Type: Master Contact Amount: $110,272.18 RFP Done? No Why? Vendor Vetted and required by private funder
9. Convergence Consulting Group Department: Chief of Schools Approver: Michael Thomas Contract Type: Master Contract Amount: $125,000 RFP Done? No Why Not? Vendor Vetted and Required by Private Funder
10. Cybersoft Technologies Department: Culinary and Nutrition Services Approver: Ibrahima Diop Contract Type: Master Contact Amount: $242,225 RFP Done? No Why Not? Already Providing This Good or Service to MPS
11. H Brooks and Company Department: Culinary and Nutrition Services Approver: Ibrahima Diop Contract Type: Master Contact Amount: $2,250,000 RFP Done? No Why Not? Already Providing This Good or Service to MPS
12. Hillyard, Inc Department: Plant Maintenance Approver: Ibrahima Diop Contract Type: Master Contact Amount: $250,000 RFP Done? No Why Not? State, Cooperative or Joint Power Contract
13. IG, Inc Department: Culinary and Nutrition Services Approver: Ibrahima Diop Contract Type: Master Contact Amount: $250,000 RFP Done? No Why Not? Already Providing This Good or Service to MPS
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Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 89 of 91
14. ITS Learning Department: Teaching and Learning Approver: Susanne Griffin Contract Type: Master Contact Amount: $310,500 RFP Done? No Why Not? Already Providing This Good or Service to MPS
15. Learning Disabilities Association Department: Funded Programs and School Improvement Approver: Susanne Griffin Contract Type: Master Contact Amount: $107,023.35 RFP Done? Yes
16. Mansfield Oil Company Department: Transportation Approver: Ibrahima Diop Contract Type: Master Contact Amount: $800,000 RFP Done? No Why Not? Purchased off State, Cooperative or Joint Powers Contract
17. Matrix Communications, Inc Department: Plant Maintenance Approver: Ibrahima Diop Contract Type: Master Contact Amount: $120,000 RFP Done? No Why Not? Purchased off State, Cooperative or Joint Powers Contract
18. Parallel Technologies Department: Construction Approver: Ibrahima Diop Contract Type: Master Contact Amount: $640,000 RFP Done? Yes
19. Public Consulting Group Department: Special Education Approver: Susanne Griffin Contract Type: Master Contact Amount: $368,500 RFP Done? No Why Not? Already Providing This Good or Service to MPS
20. Verifications, Inc Department: Human Capital Approver: Maggie Sullivan Contract Type: Master Contact Amount: $115,000
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Minutes Benchmarking Packet for January 4, 2017 Executive Committee, Page 90 of 91 RFP Done? No Why Not? Has provided services for year - niche vendor
21. Veritiv Operating Company Department: Culinary and Nutrition Services Approver: Ibrahima Diop Contract Type: Master Contact Amount: $500,000 RFP Done? No Why Not? Already Providing This Good or Service to MPS
22. Washburn Child Guidance Center Department: Special Education Approver: Susanne Griffin Contract Type: Master Contact Amount: $210,000 RFP Done? No Why Not? Already Providing This Good or Service to MPS
23. Way to Grow Department: Early Childhood Approver: Susanne Griffin Contract Type: Master Contact Amount: $136,293 RFP Done? No Why Not? Already providing this service to MPS
C. Legal Fees, Costs and Settlements 1. Workers Compensation Settlement D. Resolutions 1. Resolution Regarding 2016-2017 Membership in the MSHSL
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Board Special Meeting Goals for 2445 3rd Avenue South
Seattle School Board Retreat Saturday, March 4, 2016 10:00 am - 3:00 pm Auditorium, John Stanford Center
Agenda
10:00 am WELCOME & GOALS FOR THE DAY
10:15-10:45 am ICE BREAKERS
10:45-11:00 am CHECK IN AND ACTION ON BOARD GOALS & PROCESS
11:00-11:30 am RACE & EQUITY TOOL TRAINING
11:30-12:00 am BREAK & LUNCH
12:00-1:00 pm RACE & EQUITY TOOL TRAINING (CONTINUED)
1:00-2:00 pm BOARD LEGAL BOOTCAMP (PART 1)
2:00-2:15 pm BREAK
2:15-3:00 pm WHAT’S COMING UP IN NEXT 5 YEARS - VISIONING
3:00 pm ADJOURN
* Start times for each topic are estimated. Discussion of the next topic will begin at the conclusion of the prior topic (with the exception of breaks). Special meetings of the Board, including work sessions and retreats, may contain discussion and/or action related to the items listed on the agenda. Proposed 2017 Board Goals For consideration and action at the March 4, 2017 Board Retreat
1) Community Engagement. Each quarter, each Director will: a. Reach out to and meet with a community group s/he has not met with before. b. Meet with a school leader s/he hasn’t met with before to hear about the joys and challenges of that particular school community. c. Meet with a group of students s/he hasn’t met with before. This could be observing and participating in a classroom activity, meeting with students in a particular club, or in some other environment. At each quarterly Board retreat, a short amount of time will be set aside so that each Director can take a few minutes to report on the meetings that were held and any insights or perspectives from the individuals with whom the Director met.
2) Leadership Development. At each quarterly retreat (or in a separate work session in place of time at a retreat) the Board will receive training or leadership development, focusing in particular this year on topics related to racial equity or cultural competency. Seattle Public Schools 2017 Executive Committee Work Plan
January 5 February March 2 April 6 May 4 June 1 July August September October November December 2 Legislative Jan 18 & Feb 1 Feb 15 & March 15 & April 19 & May 17 & June 21 & July August and 2nd Sept and 2nd October 2nd November 1st January Agendas March 1 April 5 May 3 June 7 5 1st Sept 1st October and 1st and 1st meeting for Review meetings meetings November December meetings meeting Annual Ensuring Public Access Report Educational to District & Racial Records Equity Review of Required Reports Policy 1210 – Annual NEW 4218 NEW 4218 Review Organization Language Language al Meeting/ Access (Draft) Access Election of Officers Annual December March Retreat March Retreat June Retreat 2017-18 June Retreat Board Annual September December Items Retreat Agenda Follow-Up Agenda Conference Follow-Up Evaluation Retreat Retreat Follow-Up Approval Approval Schedule September Planning Follow-Up Agenda Committee Board Retreat Approval Annual Work Meeting Agenda Plan Calendar Approval Special TBD Meeting TBD TBD TBD TBD TBD TBD TBD TBD TBD Attention Minutes Items Standing Supt. SMART Supt. SMART Supt. SMART Supt. SMART Supt. SMART Supt. SMART Supt. SMART Supt. SMART Supt. SMART Supt. SMART Supt. SMART Agenda Goals Update Goals Update Goals Update Goals Update Goals Update Goals Update Goals Goals Update Goals Update Goals Update Goals Update Items Board Board Board Board Board Board Update Board Calendar Board Calendar Board Calendar Board Calendar Calendar Calendar Calendar Calendar Calendar Board Gov’t Relations Gov’t Relations Gov’t Relations Calendar Gov’t Gov’t Gov’t Gov’t Gov’t Gov’t Calendar Community Community Community Gov’t Relations Relations Relations Relations Relations Relations Gov’t Engagement Engagement Engagement Relations Community Community Community Community Community Community Relations Board Goals Board Goals Board Goals Community Engagement Engagement Engagement Engagement Engagement Engagement Community Update Update Update Engagement Board Goals Board Goals Board Goals Board Goals Board Goals Board Goals Engagement Board Goals Update Update Update Update Update Update Board Goals Update Update
Parking Lot: Policy 1240, Committees
Charter guided by Policy 1240, Committees & Policy 1010, Board Oversight of Management: • Provide leadership for Board activities • Develop the Board annual work plan and operation • Be a sounding board for the Superintendent • Draft Superintendent evaluation materials for the Board and manage the Superintendent evaluation process • Work with staff to develop a strategy and plan to address emerging priorities/issues, including identifying and referring to the appropriate committee • Develop and approve meeting and retreat agendas • Schedule work sessions and all other Board meetings • Work with the Superintendent to guide the preparation of Strategic Plan work sessions • Work with the Superintendent to identify the departments and major program areas to give Oversight Work Session presentations each year • Coordinate government relations for federal, state and local jurisdictions • Draft a legislative agenda for consideration and approval by the Board • Draft positions on State and City of Seattle resolutions, ballot measures and initiatives for consideration and approval by the Board • Interface with Washington State School Directors Association (WSSDA) and other school districts • Coordinate with government entities, other education advocacy groups and individuals • Coordinate the annual review of Board policies • Develop, review and recommend Series 1000 and applicable Series 0000 and 4000 policies for consideration by the Board • Ensure the leveraged use of Policy No. 0030, Ensuring Educational and Racial Equity • Make As approved by the Executive Committee on 1/5/17 recommendations regarding action by the Board with respect to collective bargaining agreements and the academic calendar • Review and approve the list of annual program reporting requirements • Coordinate legal issues • Refer issues to the appropriate Board committee • In coordination with the Superintendent and lead committee staff, develop an annual committee work plan
As approved by the Executive Committee on 1/5/17